Balances and adjustments
Every leave balance in Cadre is built from a ledger: a list of entries, each adding or removing days with a date and a note. The Balances tab shows what each person has, and how any figure was built up.
Who can see leave balances: Owner, HR admin, Manager.
Who can adjust a balance or run accrual: Owner, HR admin.
A manager sees their own team’s balances.
Before you start
Section titled “Before you start”Open Leave from the Work menu and choose the Balances tab. To go straight to one person’s balances, open their profile and choose Leave balances from the menu of other actions in its header. Click Show everyone to return to the full list.
The figures at the top
Section titled “The figures at the top”- People with a leave policy.
- Annual days untaken: annual leave still in people’s balances, and what that is a person. The Leave liability report puts a value on it.
- Lapse after a date: carried-over days that nobody has used and that expire after that date, and how many people have them. Leave taken before the date uses carried-over days first.
- Below zero: people who have taken leave before it accrued.
- Nothing accrued yet: people a policy applies to who have nothing yet this leave year, usually because they joined this month and the month’s accrual hasn’t run.
Owners and HR admins also see when the accrual is next due and what the last run did: the day it ran, who ran it (or that the daily job did), the days it posted and to how many people.
Read a balance
Section titled “Read a balance”Each row is one current employee, with their job title and department, and a column for each leave type a policy applies to. Search by name or staff number, or narrow the list by department or worksite (at an agency). Tick Below zero or expiring to see only people with a balance below zero or carried-over days about to lapse.
Use Show to choose the figure:
- Available: the balance less leave that is awaiting approval.
- Taken: leave taken this leave year.
- Accrued: days granted or accrued this leave year.
Each figure is shown against the year’s entitlement, for example 12.5 / 20, with a bar beside it. Days are shown to one decimal place, and a negative balance carries a minus sign. A balance below zero or with nothing in it says why in words, for example Took leave before it accrued or Nothing accrued yet · joined this month. Carried over shows the days brought in from last leave year, and Expiring when the unused ones lapse.
Click a figure to open that leave type for the current leave year. It shows what is Available, Awaiting a decision and Taken, and How it was built up: carried over (and the last day it can be used), granted or accrued (the months together, with how much a month), each leave taken, each adjustment with its note and who made it, anything expired or paid out, and what is awaiting a decision, down to Available now. Open profile goes to the person’s profile.
Ledger entries
Section titled “Ledger entries”| Entry | What it means |
|---|---|
| Granted | The year’s entitlement, posted at the start of the leave year (or on the start date for someone who joins part-way through) |
| Accrued | One month’s share of the entitlement, for a policy that earns month by month |
| Taken | Approved leave |
| Returned | Approved leave that was cancelled, given back |
| Carried over | Unused days moved from last leave year into this one |
| Expired | Unused days above the carry-over limit, or carried days not used in time |
| Adjustment | A correction made by HR, with a note |
Adjust a balance
Section titled “Adjust a balance”Adjust a balance when it is wrong: for example, days agreed at hire, or leave taken but never recorded in Cadre.
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Open the person’s figure for the leave type.
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Click Adjust.
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In Days to add or remove, enter the days. Use a minus sign to remove days, for example −2.5. Whole or half days only, and not zero.
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In Note, say why. A note is required.
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Click Save adjustment.
The adjustment is added to the ledger for the leave year shown, with your note and your name. Nothing already in the ledger is edited.
Run accrual for a past month
Section titled “Run accrual for a past month”Cadre posts leave by itself every morning at 01:00 for the current month, so a month’s accrual is posted on the 1st. Run it yourself only if a month was missed or you changed a policy (for example, you set up policies after people had already started).
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On the Balances tab, click Run now in the accrual banner.
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Choose the Month and Year. Cadre refuses a month that hasn’t started yet.
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Click Run accrual for the month shown.
Cadre posts that month’s annual grants, monthly accruals, carry-overs and expiries for every current employee, then tells you how many employees it checked and how many entries it posted. Anything already posted for that month is not posted again, so running it twice is safe.
Leave liability
Section titled “Leave liability”To see what everyone’s unused annual leave is worth on a date, use the Leave liability report. See Reports.
Why Cadre works this way
Section titled “Why Cadre works this way”A balance is never typed in or overwritten. Every change is a ledger entry with a date, a reason and a name, so you can always see how a figure was reached, and nothing is lost when a mistake is corrected.