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Balances and exports

How Work Time leave balances are credited, deducted, prorated and expired, and how to export the absence planning and balance history to Excel.

Who can do thisEmployeeManager creatorScoped adminAdminSuper admin

This page explains how leave balances move in OpenAleph, and how to download the Excel exports of the Work Time module: the absence planning and the balance history.

How a balance is calculated

A balance belongs to one member on one policy of a balanced absence type. It is the sum of all its movements up to a given date:

Movement	When it happens	Effect
Accrual	Automatically, according to the policy's Earning rate, Earning Frequency and Credit timing.	Adds days.
Absence	When a request is approved (or an absence is imposed on several members).	Removes the days of the request.
Absence cancellation	When an approved request is canceled.	Gives the days back.
Manual adjustment	When an admin adjusts the balance.	Adds or removes days.
Expiry	The day after the policy's Valid to date.	Removes the remaining positive balance.

Movements are never modified or deleted: every correction is a new movement, so the history is always complete.

Pending requests don't change the balance. They are however reserved: when a member submits a new request, the days of their other pending requests are already considered used, so the same days can't be booked twice.

When days are credited

A daily process credits the policies that are due:

Earning Frequency	Beginning of period	End of period
Month	1st of each month	Last day of each month
Year	1 January	31 December

Days are only credited between the policy's start date and end date, while the policy is active (not stopped), to members whose assignment covers that date.

Prorating

When a member is assigned to a policy with a start date in the past, the days they would have earned since then are credited immediately.
When a member starts or leaves in the middle of a period, the credit for that period is prorated to the days they work in it (according to the absence type's day counting and their schedule).
When an assignment's dates are changed, the credited days are recalculated.

Negative balances

A request can only use a policy up to its available balance, including the days that will be credited before the end of the absence. If the policy has This policy can have a negative balance ticked, members can go below zero; the request form only uses it once the other balances are empty. A manager approving a request that makes a balance negative gets a warning.

Expiry

If a policy has a Valid to date, members see "To use before" and the date next to it. After that date the policy can no longer be used in requests and any remaining positive balance is removed with an Expiry movement. The policy's end date only stops new accruals; it doesn't remove the balance.

Check a balance

Employees: Work Time › My Calendar, Leave Balance card, then the information icon for Current balance, Day booked, To be accrued and Estimated balance at the end of a chosen month. See My calendar.
Admins: in Work Time › Planning, click a member's name.

Export your own balance history

Any member can export the history of one of their policies:

In Work Time › My Calendar, click the information icon next to Leave Balance.
On the policy card, click the history icon ("Export this policy's balance history").
In Export balance history ("Every accrual, absence, adjustment and expiry for this policy, with pending requests that did not affect the balance."), keep Full history on, or turn it off and choose a Start date and End date.
Click Export.

Admins can export the same file for any member from the member's Leave Balance window in the planning.

Export the balance history of several members

Available to Manager creators, Scoped admins, Admins and Super admins.

Go to Work Time › Planning, open the three-dot menu at the top right of the page and click Export history.
Period: "One sheet per user, with one table per policy: every accrual, absence, adjustment and expiry, plus pending requests." Keep Full history or choose a Start date and End date. Click Next.
Users: "Here, you can select the users you want to export." Tick members (search and filters are available) or select all. Click Continue.
Export summary: check Users (for example All members or "12 members"), Period and Content, then click Export.

Content of the balance history file

One sheet per member. For each policy, a summary block (Employee, Email, Absence type, Policy, Period, Balance before period, Current balance, Day booked, To be accrued, Estimated balance) followed by a table of movements:

Column	Content
Date	Effective date of the movement.
Event	Accrual, Absence, Manual adjustment, Expiry, Absence cancellation, Pending absence request (balance not affected) or Accruals to come (projected).
Quantity	Days added or removed.
Balance after	Running balance.
Details	For example the absence dates and status, the employee comment, the manager message, the adjuster.
Notes	The adjustment description.
Created by	The person who created the movement, or System.
Recorded at	When it was recorded.

Export the absence planning

Available to Manager creators, Scoped admins, Admins and Super admins.

Go to Work Time › Planning, open the three-dot menu at the top right of the page and click Export absences.
Pick a Start date and an End date. The period can't exceed one year ("Export range cannot exceed one year.").
Click Export.

The Excel file (sheet Planning) has one row per member of the company present during the period, with their name, email and Days worked, and one column per day grouped by month. Approved absences are shown with the absence type, weekends and holidays are shaded, and days after a member's departure are marked Departed. A legend lists the absence types. Pending requests are not included.

How exports are delivered

Exports are generated in the background. The message "The export generation is in progress. You can close this message." appears, then "Your export will automatically be downloaded in a few seconds." The file downloads automatically, in your interface language. If the generation fails, you are notified with an error; try again.

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