Leave account
The leave account keeps, per member and leave year, how much leave is due, how much is taken and planned and what remains — in hours, so part-time and short days come out right. The leave year is the calendar year or, if you set it so, for example the school year. It lives under Time accounts → Leave.
Step by step
- 01
Prerequisites
The leave account is active as soon as “Use target working time” and “Absence tracking / leave account” are both switched on. There is no switch of its own.
- 02
Set the leave defaults
Time accounts → Setup → “Leave defaults”: the annual entitlement in weeks of the weekly target, such as 5, and whether remaining leave is carried into the next year (default: yes). Five weeks are 192.5 hours at 38.5 hours a week and 100 at 20. This needs owner or “Manage settings”.
- 03
Start of the leave year
Unless you set otherwise, the leave year is the calendar year. If your leave runs differently, say with the school year from 1 September, set the start in the leave defaults. A change applies from its date: the running year then ends early as a short year (the preview tells you when, and which entitlements are already set), earlier years stay as they were. For a short year iXTime names the pro-rated amount; whether to shorten is your call – a switch when creating the year’s entitlements, entering the value on a single member.
- 04
Create a year’s entitlements
“Create entitlements for 2026” first shows a preview: who gets an entitlement, with which entitlement and carry-over. Existing entitlements stay untouched; members with no target that year are skipped. In the first year the proposal uses the first target that applies in that year.
- 05
Adjust single entitlements
A different entitlement or carry-over? On the member’s page, tab “Leave entitlement” — owner or “Leave accounts & target hours”. The card in the leave defaults shows who uses the default, who has a custom entitlement and who has none yet. “Remove leave entitlement” asks first and deletes no vacation entries: only the year’s entitlement and carry-over are cleared.
- 06
Taken and planned
Both follow from the vacation entries: past days count as taken, future ones as planned. A full vacation day uses that day’s target, a public holiday nothing, an hourly vacation its span. Remaining = entitlement + carry-over − taken − planned.
- 07
What everyone sees
Every member sees their own account including the vacation days by month, read-only — on desktop and on the phone.
The leave defaults
At the top the entitlement in weeks and the carry-over switch, below it the members in three groups: “Uses the default”, “Custom entitlement” and “No entitlement yet” — switchable per leave year.
A year in one step
The preview lists the proposed entitlement and carry-over per member before anything is created. Whoever already has an entitlement or no target that year is named and skipped.
Are there leave requests and approvals?
iXTime keeps a leave account in hours — entitlement, carry-over, taken and remaining. There is no approval process.
Is the entitlement pro-rated in the joining year?
Not automatically. The proposal assumes the full year; enter a pro-rated entitlement on the member yourself.
Are entitlements created automatically at the turn of the year?
No. It is a deliberate step via “Create entitlements for …” — with a preview, so nobody is surprised.
What happens when a leave entitlement is removed?
No vacation entries are deleted. Only the entitlement and carry-over for that year are cleared: taken and planned stay visible, and a remaining figure returns once an entitlement is set. iXTime asks first.
Does remaining leave expire?
Not automatically. Whether the remainder is carried over is set by the switch in the leave defaults; there are no expiry deadlines.
Does the leave year always run from January to December?
Only as long as you set nothing else. In the leave defaults you can set another start, such as 1 September for a school year. The change applies from its date; the running year then ends early, earlier years stay unchanged.
Why hours and not days?
Because days are not all the same length. Someone who works four hours on Wednesdays uses four hours on a Wednesday off — counted in days, it would be a whole day.