You want to:
Manage Paid Leave/RTT/... leave balances for your Resources in BoondManager?
Facilitate the management of absence requests?
Then this tutorial is for you!
Create & configure the behavior of your leave balances
This step is essential if you want to track your resources' absence balances. It allows BoondManager to know which types of absences you want to track and how you want these balances to evolve.
To do this, go to the admin interface > Legal Agencies tab > open the relevant legal agency * > Times, Expenses & Absences tab > Absence balances section.
You will need to repeat this step for all relevant legal agencies (or select in the dropdown at the bottom of the page the other agency/agencies you want to copy this information to. Don't forget to Save).
A. General settings
Here are some details to help you configure this section.
Allow resources to access their balances
If you check this box, your employees with intranet (or manager) access will see a Balances tab in the My profile section. This will allow them to access current balances (they will not see past counters).
Also, if you allow them to access their balances, they will directly see the quotas related to their request on the absence request forms. This gives them a direct view of their Actual and Forecasted balance before submitting to you.
Hide quota overrun alerts
By default, the tool will create the following alerts:
On timesheets: to alert when the number of absences taken exceeds the authorized balance
On absence requests: to alert when the number of requested absences exceeds the authorized balance
If you do not want these alerts to be displayed, simply check this checkbox.
The authorized balance is by default the Acquired balance, but if you choose to differentiate between "in progress" and "acquired", you can define that your resources are allowed to use the balance "in progress".
Calculation method for taken & requested absences
Admin interface > Legal Agencies tab > legal agency profile > Times, Expenses & Absences tab > Absence balances section
Choose the calculation method used to calculate the taken/requested for your absence balances:
Method 1 (default): The taken is based only on absences logged on fully validated timesheets up to month M-1. The requested is taken + absences requested (in non-rejected absence requests) from month M onwards.
Method 2: The taken is the number of absences logged on fully validated timesheets during the balance period. The requested is the number of absences requested (in absence requests) during the balance period.
Default period
The default period will be used for absence balances not defined in the section just below.
B. Definition of different balances
(under section "Default quotas and monthly increments")
Here you need to add/configure the different balances you want to track.
To do this, click the + to add a row and then configure each column using the following guides:
Type of absence
Choose the type of absence concerned by this balance.Period
Choose the period over which each balance extends
(ex: Paid Leave: June -> May // RTT: January -> December)
Quota acquired (at the start of the period)
This value will be added to the acquired at the start of the period
(ex: for Paid Leave: June 1st // for RTT: January 1st)Increment (per month)
This value will be added to the "in progress" (or Acquired) on the 1st of each month.
Example: For Paid Leave, you can enter 2.0833 so that your resources acquire 25 Paid Leave days in a year (12 x 2.0833).
Automatic carryover
This option lets you choose whether to carry over unused absences from one period to another. The behavior is as follows:When changing period, the tool checks the remaining balance of Acquired and/or "in progress" quotas and carries it (or not) into the Acquired balance of the new period.
If you always carry over remaining paid leave for your resources, check the box. If you only carry over "in progress" quotas (earned in the current year) to the following year, do not check the box.
This is not retroactive; if you configure this value during the period, you will only see the addition of this acquired quota after moving to a new month. You will need to manually initialize quotas until then if you want to set a specific acquired value.
6. Distinction between "in progress" / Acquired
Here you can choose whether to distinguish the "in progress" quota from the Acquired quota.
No: Balances will only have an Acquired column and your resources will acquire/consume directly on the relevant period
Yes - Allow consumption of absences on "in progress" quotas: Balances will have two columns ("in progress" and Acquired). Your resources will acquire quotas on "in progress" and will consume Acquired quotas first (the tool will deduct from "in progress" if Acquired is already exhausted
Yes - Forbid consumption of absences on "in progress" quotas: Balances will have two columns ("in progress" and Acquired). Your resources will acquire quotas on "in progress" and will only consume Acquired quotas
Don't forget to Save to apply your changes.
Once you have configured the behavior of your absence balances, you will need to initialize them so that Actual balances match those shown on your resources' payslips.
Initialize your resources' absence balances
To do this, go to each relevant resource profile and click the Absence balances tab:
When you are on the balances tab, click the pencil-shaped edit icon.
If you don't see any balance displayed, don't worry, you just need to initialize them first by clicking the edit button.
Click +Add a row then specify the type of leave, period, year, and Acquired/"in progress" balance.
To properly initialize your "in progress" / Acquired balances, it is important to know that the Taken quota:
Is not editable
Is based on fully validated timesheets (by all validators).
To avoid errors, before initializing your resources' acquired, make sure your timesheets (for the balance period) are all fully validated. If not, your taken quota may change after initialization and your Actual balance will then be incorrect.
Thus, for the Actual balance (remaining) to match that shown on your resources' payslips, you need to use the fact that Actual Balance = Acquired (or "in progress") - Taken. And so, since you know the value of Taken (shown in the Balances tab of the resource profile) and the Actual balance (shown on the resource's payslip), you can set Acquired (or "in progress") as follows: Acquired (or "in progress") = Actual Balance + Taken.
Bulk edit your absence balances
If you want to update more easily and without doing this resource by resource, you can use the AbsenceBalances app to display/edit the absence balances for all your resources.
For this, have your latest payslips handy to get your Paid Leave and possibly RTT balances, and using the method explained above, match your payslip balances to the actual BoondManager balances.
In any case, the payslip takes precedence over the data entered in the tool, as indicated in BoondManager.
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How to read your absence balances?
The essentials:
1 - Which balance is it?
On the left you will find the type of absence and the agency corresponding to this balance. In the header you can see the period covered by the balance.
2 - "In progress" / Acquired
Depending on the configuration (see 1. Create & Configure the behavior of your balances) you will see here the acquired/"in progress" quota for the period.
3 - Taken / Requested
This information lets you know:
how many absences have been taken: (logged in your fully validated timesheets)
how many absences have been requested (in non-rejected absence requests) during the period from the current month.
P.S.: Depending on the configuration (see 1. Create & Configure the behavior of your balances) the calculation method for taken/requested quotas may differ.
4 - Actual Balance / Forecasted Balance
Actual Balance = Acquired - Taken or "In progress" - Taken
Forecasted Balance = Acquired - Requested or "In progress" - Requested
How to explain the values displayed?
To help you better understand/explain the values of the "in progress" and Acquired quotas, we provide some features:
History of all automatic modifications
Resource Profile > Balances tab
There are two types of automatic modifications. To see them, just hover over the icon
shown in the header of the counter:
When changing month (ex: February 1st): Depending on your configuration, the tool adds a monthly increment to the balances of your choice.
When changing period (ex: June 1st for Paid Leave, January 1st for RTT): Depending on your configuration, the tool adds an acquired quota and/or carries over the remaining balance from the previous period to the balances of your choice.
To better understand these changes, you can consult their history at any time.
If you don't see the icon, either there is no history of automatic modifications yet for this counter or there have been manual modifications to the balances.
History of manual modifications
Beyond automatic modifications, you can manually modify the values of "in progress" & Acquired quotas. Thus, it can sometimes be difficult to track and understand the displayed values (especially if you are not the originator of the changes)To help you collaborate and better explain the values, you have:
The ability to add a comment (if you have write access on the resource profile).
Then you find this information at each balance:
The automatic storage in the actions tab of manual modifications
To best track modifications made by managers, the tool automatically creates an action of type Notification for each quota change (acquired or "in progress").
To consult them, simply:
Go to the relevant Resource profile > Actions tab
In the filter, choose to display actions of type Notifications then click outside the filter to apply your changes
Observe actions starting with Modification of absence balances
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IMPORTANT steps not to forget to keep your balances up to date!
To ensure your balances are up to date, it is important to:
Make sure to fully validate your resources' timesheets every month: otherwise, the values for Taken will always be incorrect and so will Actual balances
Before the end of each period (ex: end of December for RTT // end of May for Paid Leave), make sure to validate all timesheets and check the remaining balance before the last day of the month.
If it is incorrect, when changing period, the tool will carry over (depending on configuration) an incorrect value into the acquired of the next period.Edit balances the month after arrival (during the month) of an employee. (Resource Profile > "Balances" tab > "Edit" button): Enter the Acquired or "in progress" quota provided by your payroll manager.
For more details, you can view the article: Leave carryover management