Contents of this article are applicable to the following users
Tier: Organisations with OIL & Special Leave enabled
Platform: Web
Access Level: Owner
Make birthdays easier to celebrate without manually tracking each staff member's leave window. Create a Birthday Leave type, choose when it can be used, and assign it to eligible staff.
This guide will cover how to:
Create a Birthday Leave type.
Choose a birthday month or birthday date policy.
Assign Birthday Leave to staff.
Check a staff member's credit and balance.
Before you start
Check that each staff member you plan to assign has a Date of Birth in the My Team menu. StaffAny blocks Birthday Leave assignment when that date is missing. Decide how many days your policy grants and when the leave should be available.
Create and configure Birthday Leave
1. Go to Settings > Off and Leave > Leave Types and select Add Leave.
2. Enter a Leave Name and Leave Tag. Under Leave Template, choose Birthday Leave, then select Next.
3. Choose one Entitlement Period to match your policy:
Based on the Birthday Month starts on the first day of the staff member's birth month. Enter the Expiry in months. An expiry of 1 month keeps the leave within that birthday month.
Based on the Birthday Date creates a window around the birthday. Set how many days before the birthday the leave can start (Start) and how many days after it expires (Expiry).
4. Enter the Entitlement in days, review the leave request and other settings, then select Save. The saved Birthday Leave type shows the policy you chose.
Assign Birthday Leave to staff
In Settings > Off and Leave > Leave Types, select the Birthday Leave type and choose Edit Staff.
Search for an eligible staff member, tick the checkbox beside their name, and select Save.
3. Open View staff to confirm the staff member appears under Applicable Staff.
Check Birthday Leave balance
Go to Leave > Leave Balances. Search for the staff member and Birthday Leave, then select View Breakdown.
The breakdown shows the staff member's date of birth, entitlement period, current active balance, and dated credits. A credit for a future birthday can appear as an upcoming balance before it becomes usable.
FAQ
Why can't I assign Birthday Leave to a staff member?
Check their Date of Birth in My Team. A missing date blocks assignment.
Why does the current active balance show 0 after assignment?
Open View Breakdown and check the credit's dates. A future birthday credit is listed as upcoming until its usable window begins.