Handle leave in effort reports

Leave is time off that belongs to no project. Flowstate keeps it out of project cost, unless your organisation chooses to carry it forward.

Recording and changing leave needs access to change pay — ask your Flowstate admin.

How leave shows in the week

• A day of leave shows as zero on every project, marked On leave.
• Leave has its own row, Annual leave, and the band above the grid shows the week's share of annual leave.
• Every leave record counts, whatever its type. A day of Sick Leave or Bench shows as leave, just like Annual Leave.
• Leave isn't CapEx or OpEx.
• Copy last week never copies leave, and never overwrites it.

Record leave

1. Go to Resourcing → People and teams → People and select the person.
2. In their side panel, select Schedule.
3. Under Leave, select Add Leave.
4. Choose the Leave Type.
5. Set the Start Date.
6. Set the End Date. If you leave it blank, the leave carries on with no end.
7. Optionally add Notes.
8. Select Add Leave.

The leave appears under Active, Upcoming or Past, depending on its dates.

Leave Type
Annual Leave
Sick Leave
Parental Leave
Gardening Leave
Bench
Sabbatical
Unpaid Leave
Other

Leave isn't part of scenarios. Leave you add is saved to the person's record straight away, even if you add it while you're in a scenario.

While reviewing a week, a team lead can also choose Add project, add the Annual leave row, and enter leave there. See Review and submit your team's week.

Change or delete leave

1. Open the person's side panel and select Schedule.
2. Under Leave, hover over the leave.
3. To change it, select the pencil icon. In Edit Leave, change the type, dates or notes, then select Save Changes.
4. To delete it, select the bin icon.

Deleting leave happens straight away, with no confirmation.

Contractors and public holidays

Leave records are for employees, so a contractor's side panel has no Leave section. Contractors aren't estimated as working on public holidays in the country of their location. A contractor with no location has no public holidays applied, so give every contractor a location.

Carry leave forward

By default a day of leave stays in its own bucket, outside CapEx. Your admin can instead report it against the work the person was doing just before.

1. Go to Settings → Delivery → Effort Tracking Review.
2. Under Leave attribution, turn on Carry leave forward to the last project worked on.
3. Set Look back at most — how many days back, from 1 to 90, to look for the person's last working day. It's 30 days unless you change it.

Both save as soon as you change them. If there's no working day within the look-back — a new starter, or a long absence — the day stays as leave.

What it changes

• Reports only. People still record leave, the week still shows it, and submitted weeks aren't rewritten.
• Total cost stays the same. Cost moves out of leave and onto projects.
• CapEx and R&D figures go up, because cost that sat outside CapEx now lands on projects that may be capitalised or claimed.

Agree it with your Finance lead

Carrying leave forward changes the CapEx and R&D figures in your reports. Decide before you close a period, not after.

If something's not right

Leave won't save. You don't have access to change pay. Ask your Flowstate admin.

Someone shows as on leave for longer than they were off. Their leave has no end date, so it carries on. Edit the leave and set the End Date.

You want leave to count towards the project someone was working on. Record it as leave anyway. Then ask your admin to carry leave forward.

Leave you added in a scenario shows up everywhere. That's expected. Leave isn't part of scenarios, so it's saved to the person's record.

There's no Leave section for a contractor. Leave is only for employees. A contractor's public holidays come from their location.