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A leave balance answers one question: how much of this policy does this person have left? Every balance is built from an append-only ledger. Nothing is ever overwritten, so you can always see how a number got where it is.

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The five figures

Available is the number a new request is checked against, not Remaining. Without that, two pending requests could each pass against the same remaining balance and overdraft it the moment both were approved.

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A worked example

Sarah Lin on Annual leave, unit days. Check the maths at each row: remaining is always accrued minus used, and available is always remaining minus pending. Notice that Remaining does not move when a request goes pending – only Available does.

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Where to see a balance

  • The Request time off dialog shows Available live as you pick dates.
  • Your member record has a Time off tab with your balances and full history. Open it from Settings → Team members and pick yourself.

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The Balance tab

One row per member per policy. Search, sort and page like any other table. Each row has a three-dot menu with History, and Adjust for holders of leave.managePolicy. An Adjust balance button above the table opens the same dialog with nothing preset.

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Balance history

History opens an append-only ledger for that member and policy, newest first.
Nothing in the ledger is ever edited or deleted. A correction is a new row, not a rewrite. That is what makes a balance auditable.

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Adjusting a balance

Use an adjustment for a correction, a bonus grant, a carry-over from another system, or a deduction agreed outside the request flow.
1

Open the Adjust dialog

From Time Off → Balance, use the row menu → Adjust, or the Adjust balance button. From a person’s record, use the Adjust control on their Time off tab.
2

Pick the member and policy

Both are locked when you opened from a specific row.
3

Enter a signed amount

Positive grants, negative deducts. The placeholder shows +5 or -3.
4

Add a note

Optional, but say why. The note is the only explanation the ledger will ever carry.
5

Adjust

A toast reports the resulting remaining balance.
The dialog states the effect plainly: “This adds or removes leave balance and is recorded as an auditable adjustment. It is reversible via another adjustment – nothing is permanently deleted.”
An adjustment ignores the negative floor. A -10 on someone with 2 days left takes them to -8, whatever the policy allows. Check the balance before you deduct.
Adjusting needs leave.managePolicy – Owner and Admin only. Seeing a balance needs leave.viewOthers (or being the person yourself). A manager who can see a balance still cannot move it.

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Negative balances

A policy decides whether a balance may go below zero. Landing exactly on the floor is allowed. One unit past it is refused, and the request dialog says “This request exceeds the negative-balance limit (floor -5 days).”

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Worked example

Jonas Bergman on Sick leave, negative allowed to -5, no accrual, no opening balance.

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Carry-over and year end

Balances carry forward. A positive remaining balance at 31 December is still there on 1 January. There is no automatic wipe of unused leave. Two settings change what happens at a year boundary:
Reset at year end only clears negatives. It never caps or removes a positive balance. If you need a use-it-or-lose-it cap, post a negative adjustment – there is no automatic clawback of unused positive balance.

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Permissions

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Common questions

You have a request pending. It is held against Available until it is decided.
The roster is only for holders of leave.viewOthers. Your own balance shows in the request dialog and on your member record.
Post the opposite adjustment. The original row stays in the ledger, which is the point – you can see both.
No. The opening grant is once ever per person and policy.
No. Amounts are stored exactly, so half and quarter days add up precisely.
No row exists until something moves – an opening grant, an accrual, or a request.

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Troubleshooting

Leave accrual

How the accrued figure grows.

Leave policies

Negative floors, opening balances and units.

Request time off

The live Available readout.

Approve time off

How a decision moves the numbers.

Export leave

Get balances out as CSV or Excel.