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Add User - Best Practice


One of the most common activities and integral parts of edays is adding a new user into the system. Before you start, we would recommend looking at some aspects of edays to help you save time on calculating starting balances (base entitlement functionality below). [CB1] 


User Licenses

You will need to make sure that your system has enough licenses to be able to add the new user or users to the system. This can be done by going to the Admin Homepage in your edays system and you will see the ‘User Breakdown’ section and an option to ‘Order User Licenses’. 



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You will then be able to specify the number of licenses you would like to increase your system to and add an Order Reference Number:


Graphical user interface, application

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If you require any information on your license price, please contact or contact your dedicated Customer Success Manager. If you are joining edays through a partner, please contact you’re the partner Customer Success Manager or Account Manager. 


Base Entitlements (defaults for new users)

If your organisation has a standard amount of base entitlement which can be given to all users as a starting figure, excluding the public holidays, edays has the functionality to set this up globally or on a regional level. The system will use these rules to pro-rate a user’s starting entitlement balance using the below information:

  1. Base amount i.e., 20 days per year
  2. Pro-rate using FTE 
  3. Pro-rate using employment start day
  4. Pro-rate using
    1. Days
    2. Months
    3. Weeks
  5. Rounding policies 

If you use the base entitlement tool, this will also provide the user the full entitlement for next year.


Accrual Rules

Accrual rules which should have already been setup for your business will be allocated on the trigger point based on the rule i.e., 2 days for Volunteer Leave given on the Calendar Year rollover. If a balance is required to be given for the current year, then these can be provided to the users once the user has been added by going to the admin – user – entitlement tab.

Personal information

When adding a user, you will need to add some personal information and will be stored within the user’s record. Some of this information can be used to run reports and will also be used to calculate the base entitlement. This for example could be Job Title, Next of kin or employment start date.


Authorisation workflow

You can setup a single, dual or no authorisation for any user as default, but also setup more complex workflows for authorisation for different types of leave and absence types. 

This could be if you have a particular leave or absent type which requires to go to another approver, for example if you required ‘Training’ request to be sent to the ‘HR Manager’ to get authorised, this can be setup with any other request going to the Manager.


Authorisation setup - single/dual/multi step and alternative authoriser : edays Support Portal (



You will need to assign the hierarchy to the user you add to the system, depending on your configuration you may require setting all levels or just a couple. These levels may also have max number of users who can be off at one time, which will be observed when the user starts to place requests. 


Groups - Adding a new group type : edays Support Portal (



You will firstly need to make sure the Rota has been added for the new user, this can be done via the admin – global - Rota section. The guide below will explain how to do this:

Updating the global rota : edays Support Portal (


Absence types and Overtime and TOIL types

The types will have been setup globally or on a regional level for your organisation, but these will be able to be enabled and disabled for a particular user. 

Absence Setup - Enable/Disable an absence type - User level : edays Support Portal (



One area which you will go into more than often will be the entitlement tab in a user’s record, this section will allow you to enable and disable certain entitlements for a particular user but mainly to adjust the balance for an individual. This could be due to the user getting a bonus day or the starting balance needing to be rounded to the nearest half. 


Calendar View

Within the system tab, you will see the user view settings, which allow you to change the list of individuals which the users can see in the different areas of the system. The custom views will be inheriting from the global or template levels in the system and so will only need to be changed if the user requires a different view set:

  • Calendar View – Who can they see on the calendar on the front end of the system.
  • Reporting View – If the user is a Standard Admin or Standard Authoriser who are they able to get data on via the reports section.
  • Staff Record View – Who’s records via the front end can they access via the search at the top if the screen and place request on behalf of. This will on be required for Standard Authoriser.
  • Admin View – Only for Standard Admins who may require seeing a different group of users via the admin panel of the system. For example, if you have a regional admin, they may only need to see everyone in Germany.


All these views can be set using the default list of options or using the custom filter setup Filters/Views - Custom filter configuration : edays Support Portal (


Additional Feature

FTE Calculator 

When you have a user who is changing their hours of work, you can use the FTE calculator to change a user’s FTE. For example, if you had a user who was changing from an FTE of 1 to 0.5, then the system would be able to calculate the new entitlement for the user for the current year and next year and update this for the user. You can use this tool as many times as needed. We would also recommend changing the Rota pattern at the same time. 


A video on how to add a user can be viewed on the learning center:

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