Annual Leave
Etalasse keeps each staff member's annual leave balance (cuti tahunan), counted from the date they joined. It follows the usual rule in Indonesia: 12 working days a year once someone has worked 12 months in a row. You can change the quota. When staff ask for leave you see how much they have left, and staff see their own balance in the POS app.
Annual leave belongs to Attendance, so it is available from the Growth plan and is managed by the Owner or an Admin. The balance only counts leave (cuti). Permit (izin) and sick days never use up the balance and are never limited.
Switching it on and settings
Open Operations > Attendance > Settings. There are three annual leave settings:
| Setting | Default | What it does |
|---|---|---|
| Annual leave | On | When off, the balance is not checked when you approve leave. The numbers can still be viewed |
| Leave days a year | 12 days | 0 to 30 working days, for every staff member who has no quota of their own |
| Leave year | Calendar year | Calendar year (1 January to 31 December) or Since the join date (starting on the join date every year). See Leave year |
Staff join date
The balance is counted from each staff member's join date. Fill it in at either place:
- Attendance > Settings > Staff data: a list of every active staff member with their join date, leave quota and how long they have worked (in months). The Owner and Admins can change it.
- Payroll > Salary profiles: the salary profile form has the join date too (Owner only). See Staff Payroll.
The join date can't be in the future. In the same list you can give one staff member their own quota, for example 14 days for the shop manager. Leave it empty to use the shop quota.
While a staff member's join date is empty, Etalasse shows Join date not filled in and their balance is not limited: leave can be approved as usual, without a warning. The join date is also used for THR, so it is worth filling in for everyone.
When staff are entitled to leave
Staff are entitled to annual leave from 12 months after their join date. Example: Rina joined on 9 March 2026, so she is entitled from 9 March 2027. Before that date her balance shows Not entitled to leave until 9 Mar 2027.
Staff who are not entitled yet can still ask for leave. You decide; see Approving leave.
Leave year
The quota is for one leave year. There are two ways to count it:
| Leave year | Meaning | Example: Rina joined 9 Mar 2026 |
|---|---|---|
| Calendar year (default) | 1 January to 31 December. The first year she is entitled she gets the full quota straight away | Entitled from 9 Mar 2027. Leave year 2027 (1 Jan to 31 Dec 2027) gets the full 12 days |
| Since the join date | Starts on the join date every year | Leave year 9 Mar 2027 to 8 Mar 2028, then 9 Mar 2028 to 8 Mar 2029, and so on |
Calendar year is easier for everyone to remember. The quota is not prorated in the first year, so someone who becomes entitled in March still gets 12 days for that year.
How leave days are counted
The balance is counted in working days, not calendar days:
- Only dates on which the staff member has a shift in their work schedule (weekly schedule or a date change) count. Days off in their schedule don't.
- A staff member with no schedule at all: every calendar day counts.
- Leave that crosses the end of a leave year is split by date. Leave from 30 December to 2 January with Calendar year counts 2 days in the old year and 2 days in the new one (if all four are working days).
Example: Rina asks for leave from Friday to Monday (4 calendar days). She has every Sunday off, so the leave counts as 3 working days. In the request list it shows "4 days" with 3 work days.
The balance
For each staff member and leave year:
Left = quota + adjustments − used
| Number | Meaning |
|---|---|
| Quota | The shop quota or the staff member's own quota |
| Adjustments | Days you added or took away. See Changing a balance |
| Used | Working days of approved leave in that leave year |
| Waiting | Working days of leave not decided yet. Not taken off the balance yet |
The Leave balance view in Attendance shows one row per staff member: quota, used, waiting and left. Export (CSV) gives every staff member's balance for one leave year.
Changing a balance
Tap Change balance on a staff member's row to add or take away days, with a reason. Use it for:
- an opening balance, when the staff member already took some leave before you started using Etalasse (for example −4, "4 days taken in January, before Etalasse");
- last year's leftover days you allow them to carry over (for example +3, "2026 leftover carried over");
- corrections.
One adjustment is between −30 and 30 days, never 0, and counts for one leave year. Adjustments can't be changed or deleted. If one is wrong, add the opposite adjustment with a reason, so the history always stays clear.
Approving leave
In the Leave tab, each leave request shows N days of leave left, or Not entitled to leave until a date, or Join date not filled in.
If the working days asked for are more than the balance, or the staff member is not entitled yet, Etalasse asks first, for example: Not enough leave left (left 2, asked 3). Approve anyway? Choose Approve anyway if you do want to allow it. The balance can then go below zero. A negative balance can only happen through an approval like this.
The same check applies when you record leave for a staff member directly in the Dashboard (for example when they asked by phone): if there isn't enough left, Etalasse asks first, and the leave is only recorded after you choose Approve anyway.
When Annual leave is switched off in the settings, this question never appears.
What staff see
In the POS app, My attendance shows a Leave left card: days left and the quota, the leave year, and how many days are used and waiting. When staff pick Leave in the request form, they see their balance, and a warning when the request may be more than that.
A request bigger than the balance is still sent. Staff see Sent. Not enough leave left, the shop owner decides. See Staff Attendance at the POS.
Leave and pay
In Payroll, approved leave and sick days are still paid. Only permit days can be cut, when you switch on Permit is cut from salary in a staff member's salary profile.
Plans and roles
| Free | Growth | Pro | Enterprise | |
|---|---|---|---|---|
| Annual leave settings, employee data, changing balances | No | Yes | Yes | Yes |
| Viewing leave balances and the CSV export | Yes | Yes | Yes | Yes |
After a downgrade leave balances stay readable, like the rest of the attendance history.
| Role | What they can do |
|---|---|
| Owner, Admin | Settings, employee data, leave balances, changing balances, export |
| Cashier, Kitchen | Only their own balance in My attendance |
MCP tools
An AI assistant can read leave balances per staff member (staff_attendance.leave_balances), for today's leave year or a chosen date. Changing balances, join dates and approving leave are Dashboard-only. See Tool Surface.