Leave Balance Calculation
This guide explains how ShootApp calculates leave balances, including pro-rata adjustments for mid-year joiners and monthly accrual mechanics.
Fiscal Year Concept
ShootApp uses a fiscal year system for leave calculations:
Fiscal Year: April 1 to March 31
All leave entitlements, balances, and calculations are based on this fiscal year. Balances typically reset at the start of each new fiscal year.
Balance Components
| Component | Description | Formula |
|---|---|---|
| Total Allocated | Annual entitlement from package | From package configuration |
| Pro-rata Entitlement | Adjusted for join date | Total × (Remaining Months ÷ 12) |
| Earned to Date | For accrual types, days earned so far | Monthly Rate × Completed Months |
| Used | Days already taken | Sum of approved leave days |
| Pending | Days in pending requests | Sum of pending request days |
| Available | Days that can be used | Earned to Date - Used - Pending |
Pro-rata Calculation
For employees joining mid-year, leave entitlement is calculated proportionally:
Example: Employee joins July 1st
Fiscal Year: April 1, 2025 - March 31, 2026
Join Date: July 1, 2025
Remaining Months: 9 (July to March)
Annual Medical Leave: 12 days
Calculation:
Pro-rata Factor = 9 ÷ 12 = 0.75
Pro-rata Entitlement = 12 × 0.75 = 9 days
Monthly Accrual Calculation
For leave types configured as "Monthly Accrual," leave is earned progressively:
Example: Casual Leave with Monthly Accrual
Annual Allocation: 12 days
Monthly Rate: 12 ÷ 12 = 1 day/month
Employee joined: July 1, 2025
Current Date: October 15, 2025
Completed Months: 3 (July, August, September)
Earned to Date: 1 × 3 = 3 days
Next Accrual: November 1, 2025 (will earn 4th day)
Accrual Schedule
Monthly accruals are credited on the 1st of each month. The system tracks the next accrual date for each balance.
Running Monthly Accrual
Administrators can manually trigger accrual calculations:
Or for a specific date:
Given Upfront vs. Monthly Accrual
Given Upfront
- Full pro-rata entitlement available immediately
- Employee can use all days from day one
- No monthly tracking needed
- Good for: Medical, maternity leave
Monthly Accrual
- Days earned progressively each month
- Can only use earned days
- Prevents using all leave early in year
- Good for: Casual, earned leave
Employee Join Date
The system determines join date from:
- Coach Profile Created Date (if applicable)
- User Account Created Date (fallback)
Ensure employee records have accurate creation dates for correct pro-rata calculations. If dates are incorrect, contact your system administrator.
Re-initializing Balances
If balances need to be recalculated (e.g., after package changes):
This command:
- Recalculates pro-rata entitlements
- Updates accrual rates
- Preserves existing used and pending leave