Allocations

Allocations are amounts of time off given to employees, either granted immediately or earned as the employee works, through an accrual plan.

Once time off types and accrual plans have been configured, the next step is to allocate, or give, time off to employees.

The Allocations page of the Time Off app is only visible to users who have either Time Off Officer or Administrator access rights for the Time Off application. For more information on access rights, refer to the access rights documentation.

Allocate time off

To create a new allocation, navigate to Time Off app ‣ Management ‣ Allocations.

This presents a list of all current allocations, including their respective statuses.

Click New to allocate time off, and a blank Allocation form appears.

After entering a name for the allocation on the first blank field of the form, enter the following information:

• Name: Enter a name for the allocation, typically containing the type of time off, and the period of time it is available (example: Annual Vacation Time Off - 2025).

• Time Off Type: Using the drop-down menu, select the type of time off that is being allocated to the employees.

• Allocation Type: Select how the allocation is granted. Choose Regular Allocation if the time off is given immediately, or Accrual Allocation if the time off is earned through an accrual plan.

• Accrual Plan: If Accrual Allocation is selected for the Allocation Type, the Accrual Plan field appears. Using the drop-down menu, select the accrual plan associated with the allocation. An accrual plan is required when using the Accrual Allocation type.

• Validity Period/Start Date: If Regular Allocation is selected for the Allocation Type, this field is labeled Validity Period. If Accrual Allocation is selected for the Allocation Type, this field is labeled Start Date.

  The current date populates the first date field, by default. To select another date, click on the pre-populated date to reveal a popover calendar window. Navigate to the desired start date for the allocation, and click on the date to select it.

  If the allocation expires, select the expiration date in the next date field. If the time off does not expire, leave the second date field blank.

  If Accrual Allocation is selected for the Allocation Type, this second field is labeled Run until.

• Allocation: Enter the amount of time that is being allocated to the employees. This field displays the time in either Hours or Days, depending on how the selected Time Off Type is configured.

• Employee: Using the drop-down menu, select the employee being allocated the time off.

• Add a reason…: If any description or note is necessary to explain the time off allocation, enter it in this field at the bottom of the form.

Accrual start date behavior

If the Start Date is in the middle of an accrual period, Odoo adjusts it to the start or end of that period based on the Accrued Gain Time entered on the accrual plan.

Example

• At the start of the accrual period: A Start Date of 06/16/25 applies from 06/01/25

• At the end of the accrual period: A Start Date of 06/18/25 applies from 07/01/25

Automatic adjustments on the start date to either the begining or end of an accural period ensures accruals align with the defined period boundaries, rather than the exact date entered.

Multiple requests

When allocating time off, it is common to allocate time to several employees at once. This is done using the Multiple Requests feature.

To allocate time to multiple employees in a single allocation, navigate to Time Off app ‣ Management ‣ Allocations. Then, click the (Actions) icon in the upper-left corner, then click Multiple Requests. This reveals a Multiple Requests pop-up window.

This form is identical to the Allocation form, with an additional Mode field. The Mode field determines how multiple employees are selected.

Using the drop-down menu, select a Mode from one of the following options:

• By Employee: This option allows for the selection of multiple individual employees that are unrelated in terms of department, company, or tags. Selecting this reveals an Employees field. Select the employees to receive the allocation in the Employees field. There is no limit to the amount of employees that can be selected.

• By Company: This option allows for the selection of all employees within a specific company. Selecting this reveals a Company field. Select the Company to assign the allocation to. Only one company can be assigned in the Company field. When a company is selected, all employees within the company receive the allocation.

• By Department: This option allows for the selection of all employees within a specific department. Selecting this reveals a Department field. Select the Department to assign the allocation to. Only one department can be assigned in the Department field. When a department is selected, all employees within the department receive the allocation.

• By Employee Tag: This option allows for the selection of all employees with a specific tag. Selecting this reveals an Employee Tag field. Select the desired Employee Tag to select all employees with that tag. Only one tag can be assigned in the Employee Tag field. When a tag is selected, all employees with that tag receive the allocation.

Next, select the Time Off Type using the drop-down menu. Once a Time Off Type is selected, the placeholder name, “Allocation Request”, changes to the name of the selected Time Off Type, including the amount of days. Change the name of the allocation, if desired.

Fill out the remainder of the Multiple Requests form, then click Create Allocations when done.

Example

A company hosts an annual picnic, including a raffle. There are five raffle prizes for a free vacation day, which must be redeemed by the end of the year. The winners of this raffle all have the tag Raffle Winner - 2025 Employee Picnic Prize added to their employee profiles.

The time off officer creates multiple allocations, and configures the Multiple Requests form as follows:

The name for the allocation is Vacation Day - Raffle Prize - 2025 Picnic. The Mode is set to By Employee Tag, and the Tag identified is Raffle Winner - 2025 Employee Picnic Prize.

The Time Off Type is set to Vacation Time Off, with the Allocation Type set to Regular Allocaiton, since the time off is given up front, and is not earned.

The Validity Period is set to 07/18/2025 12/31/2025, since the compnay picnic was that day, and the earned vacation day expires at the end of the year.

The Allocation is set to 1.00 Days, and A bonus vacation day won at the annual Company Picnic. appears in the details at the bottom.

Request allocation

If an employee has used all their time off, or will run out of time off, they can request an allocation for additional time. Allocations can be requested in one of two ways, either from the Dashboard or the My Allocations view.

To create a new allocation request, click either the New Allocation Request button on the main Time Off dashboard, or the New button in the My Allocations list view. Both buttons open a new allocation request form.

Note

Both options open a new allocation request form, but when requested from the Dashboard, the form appears in a pop-up window, and the Validity Period field does not appear.

When requested from the My Allocations list view, the screen navigates to a new allocation request page, instead of presenting a pop-up window.

Enter the following information on the new allocation request form:

• Time Off Type: Using the drop-down menu, select the type of time off being requested for the allocation. After a selection is made, the title updates with the time off type.

• Validity Period: By default, the current date populates this field, and it is not able to be modified. This field only appears when requesting an allocation from the My Allocations view (Time Off ‣ My Time ‣ My Allocations).

• Allocation: Enter the amount of time being requested in this field. The format is presented in either Days or Hours, depending on how the Time Off Type is configured. Once this field is populated, the name of the allocation request is updated to include the amount of time being requested.

• Add a reason…: Enter a description for the allocation request in this field. This should include any details that approvers may need to approve the request.

If the request was created from the Dashboard, click the Save & Close button on the New Allocation pop-up window to save the information and submit the request.

If the form was completed from the My Allocations list view, the information is automatically saved as it is entered.