Who this guide is for:
System administrators – Requires ‘System Admin’ role, Entitlements, Time Tracking, and Users permissions
Overview
This guide explains how to enable and use Projected Entitlement Balances, including projected accrual displays, overbooking against projected entitlement, and projected entitlement figures for leavers. These features are available for entitlement pots that accrue through Time Tracking.
How Projected Entitlement Balances Work
The Projected view estimates how much entitlement a user is expected to have available on a future date.
The calculation:
- Starts from the user’s current Available to book balance.
- Estimates Time Tracking accruals from the start of the current open timesheet to the selected projected date.
- Assumes the user works all hours scheduled on their rota.
- Uses authorised timesheet figures where available.
- Uses rota estimates when a timesheet is pending or unsubmitted.
- Respects service length, age, and other accrual rule restrictions.
- Reduces projected accrual where an absence type has Time tracking accrues entitlement while absent disabled.
The feature currently supports entitlement awarded through Time Tracking accruals only.
The Projected Tab
When enabled, a Projected tab appears on the entitlement widget:
- On the user’s personal dashboard.
- On the planned leave version of the entitlement widget.
- On the unplanned leave version of the entitlement widget.
- It is not available on the overtime entitlement widget.
The Projected date defaults to the final day of the current leave year. Users can select any date from today up to the final day of the next leave year.
When a date in the next leave year is selected, the calculation assumes the user’s remaining current-year balance is carried over to that date.
Allow Up To Projected Amount
The Allow Up To Projected Amount overbooking mode lets users book against entitlement they are expected to accrue by the final day of the requested absence.
When selected:
- The system checks the projected entitlement on the final day of the booking.
- The booking is prevented if it would exceed the projected amount.
- If the absence deducts from multiple entitlement pots, each pot is checked.
- The booking is declined if any applicable pot fails the check.
- If no Time Tracking accrual rule applies to the pot, this option behaves in the same way as Allow.
Projected Entitlement for Leavers
The leaver information page can display a Projected entitlement figures section.
This section appears when:
- Include entitlement in leaver proration is enabled.
- Enable projected accrual display for time tracking accruals is enabled.
- The user’s leaving date falls within their current open timesheet.
The projected entitlement is calculated using the user’s leaving date, estimating how much entitlement they will earn up to that date.
Once the timesheet containing the leaving date has been processed, the projected section is no longer shown.
Entitlement pots with Include entitlement in leaver proration enabled but projected accrual display disabled continue to appear in the existing prorated entitlement section.
How to Set Up Projected Entitlement Balances
Global level
- Go to Admin tools > Admin panel > Global > Entitlements.
- Click Edit on the relevant entitlement pot.
- Open the first Advanced section.
- Enable Enable projected accrual display for time tracking accruals.
- To allow booking against projected entitlement, locate Overbooking mode.
- Select Allow Up To Projected Amount.
- For leaver calculations, enable Include entitlement in leaver proration where required.
- Click Save at the top of the page.
Template level
- Go to Admin tools > Admin panel > Template.
- Locate the required template and click Edit. You will land on the Template Settings tab by default.
- Select the Entitlements tab.
- Click Advanced.
- Edit the relevant entitlement pot.
- Enable Enable projected accrual display for time tracking accruals.
- Set Overbooking mode to Allow Up To Projected Amount, if required.
- Enable Include entitlement in leaver proration, if required.
- Click Save Template at the top of the page.
User level
- Go to Admin tools > Users.
- Search for the user and click Edit.
- Select the Entitlements tab.
- Click Edit on the relevant entitlement pot.
- Open the first Advanced section.
- Enable Enable projected accrual display for time tracking accruals.
- Set Overbooking mode to Allow Up To Projected Amount, if required.
- Enable Include entitlement in leaver proration, if required.
- Click Save User at the top of the page.
Additional Information
- Projected entitlement: The estimated entitlement available to book on a selected future date.
- Projected date: A date between today and the final day of the next leave year used for the calculation.
- Current open timesheet: The earliest timesheet that has not yet been fully processed.
- Allow Up To Projected Amount: Permits absence booking up to the balance expected to be available by the end of the booking.
- The Projected entitlement view, Allow Up To Projected Amount overbooking mode, and projected leaver entitlement figures are fully available.
- Requires ‘System Admin’ role, Entitlements, Time Tracking, and Users permissions.
- Warning: Template settings override Global settings, and User settings override Template settings.
- Warning: Projected figures are estimates based on rota hours and applicable accrual rules. Actual entitlement may change when timesheets are processed.
- Warning: The projected display currently works only with entitlement awarded through Time Tracking accruals.
- Best practice: Review rota patterns, accrual rules, carry-over settings, and absence types that do not accrue entitlement before enabling projected booking.
- Tip: Use the search function within the platform to quickly find features or settings.