The user quota is the holiday allowance total they have to spend on bookings in the Holiday planner.
The quota, how many days they have remaining, and any other rules as set by the Zone a user is in will appear to them on the front end of the planner:
Depending on the holiday policy at your company, users may have different totals based on their job title or length of service.
Your application administrators for the holiday planner can ensure the quotas are entered correctly based on what each person has accrued.
The initial quota nedds to be set for everyone once. Then any changes beyond this can be manually applied in the same area.
The upkeep on this is completely manual, so your team need to ensure they are managing this task to update user quotas if there are any changes.
Setting user quotas
1. Find the correct quotas for each person
Your company or HR department likely has this information stored somewhere already; gather the quotas per user or have them accessible and ready to input into Claromentis.
2. Head to Applications > Admin > Hlioday Planner > User Quotas
3. Apply the correct quotas per user or in bulk
Enter the quota per user in the list or scroll to the bottom to apply the same quota to all shown on the page.
Click 'save' to apply the quotas and recieve and on screen confirmation message.
Repeat until all users have their quota filled as appropriate.
This video shows how both methods are applied:
The number of users listed at once can be increased using the advanced search to speed up this process:
4. Check with a user that their quota appears correctly
Ask a user to open the front end of Holiday Planner and confirm that they see the correct quota.
5. Users can now use the planner
Users book holidays in line with their quota, rules on day types, etc
6. If quotas appear incorrect, recalculate the totals
Sometimes the system can report a user's quota incorrectly, so the system can be forced to recalculate
If a user reports their quota is not correct, an administrator can head to Applications > Admin > Holiday planner > Recalculate users' stats
Enter the user's name in the box and recalculate for the previous year and next year (as shown in the video below). This should correct any miscalculations in that particular user's statistics.
If this does not resolve the issue, feel free to raise a support ticket for us to assist further.
7. Administrators maintain changes over time
It's likely your HR department or similar tracks changes to holiday accrual.
Your Intranet management team can collaborate with them to ensure any changes are also made to the quotas.
This can be done per user or in bulk, as described in step 3, by an administrator on the admin side of Holiday Planner.
