Region: This article is for all Deputy customers except those with Australian accounts. If your account URL ends in .au, see AU Leave, or if you use Deputy Payroll (AU), see Deputy Payroll (AU) Leave.

Features: Some of the features described in this article may not be available on your current Deputy plan or may require an add-on. See Introduction to Leave Management for a breakdown of available features by plan.

Note: Some features or functions mentioned in this article may not yet be visible in your account. These updates are being gradually rolled out and will be available on relevant plans soon.

This article explains how to access and interpret a team member's leave balance history in Deputy, including the events that affect their leave balance.

Before you read

Target audience: This article is for users with System Administrator and Location Manager access.
Plan restrictions: To check whether your plan includes this feature, see our leave policy set-up guide.

This article covers:

Before you start
Accessing a team member's leave balance history
Interpreting the leave balance history

Before you start

Before you can review a team member's leave balance history, make sure you:

The events shown in the leave balance history depend on the leave policy's configuration and the activity that has occurred. For example, events may appear when leave accrues, leave timesheets are approved, balances are released or reset, or a manager manually changes a balance.

Accessing a team member's leave balance history

To track the events that have contributed to a team member's leave balance, you can view their leave balance history.

Open the People tab and click the name of the team member whose leave you want to review.
Select Leave from the left-hand side of the team member's profile and then click the leave policy name in the Leave balances table.

The Leave page shows the team member's leave balances and leave requests. You can use Filter to find a specific leave policy.

Note: Only leave policies assigned to the team member and with a leave balance appear in the Leave balances table.

The leave policy details page shows:

Balances, including the current, upcoming, and remaining balances
Policy details, including the entitlement, rollover method, and leave year
History

Balances

The balance summary shows the leave policy's:

Current balance, which is the amount the team member is currently entitled to
Upcoming leave, which is approved leave scheduled for a future date
Remaining balance, which is the current balance after upcoming leave is taken into account

The Balance breakdown shows how the team member's leave balance is calculated, including:

Accrued this year: The amount of leave the team member has accrued during the current leave year.
Leave taken: The amount of leave the team member has taken.
Current balance: The amount of leave the team member is currently entitled to.
Upcoming leave: Approved leave scheduled for a future date.
Remaining balance: The current balance after upcoming leave is taken into account.

How is standard day calculated?

Policy details

The policy details section shows:

Entitlement: the amount of leave released
Rollover method: how the balance is handled at the end of the leave year
Leave year: the period covered by the leave policy

How can I edit these details?

History

The History section lists events that have contributed to the Current balance.

What kind of events are tracked in History?

The leave balance history shows:

Date: the date and time the leave balance event occurred
Event: what happened to the leave balance and the person who actioned the leave event. If the event is associated with a timesheet, a purple link appears so you can open and view the timesheet.
Amount: the amount the leave balance changed by. Positive (+) values indicate leave added, and negative (-) values indicate leave deducted.
Balance: the current balance after the leave balance event.

Note: The Current balance does not take into account any approved upcoming leave.

Leave balance history showing dates, events, amounts, and balances

Interpreting the leave balance history

The events that appear in a team member's leave balance history depend on how their leave policy is configured and the leave activity that has occurred.

For example, a policy that accrues or releases leave automatically may show automatic accrual or release events. A manually adjusted balance will show the manager who made the change.

Note: If you are on a Lite plan without Deputy HR, your leave policies will not automatically accrue leave. You will only see historical tracking for events where a manager has manually edited the leave balance.

Event name	Actioned by	Notes
Leave accrued	The manager who approved the team member's worked timesheet, or Deputy if timesheets are set up to auto-approve.	This event occurs when a leave policy is configured to accrue leave automatically based on hours worked. Read more about setting up a leave policy that accrues and releases leave based on hours worked. Note: The date and time of this event correspond to when the team member's worked timesheet was approved by a manager or automatically approved by Deputy.
Leave taken	The manager who approved the team member's leave timesheet	Leave is only considered taken once the team member's leave timesheet has been approved. Note: Approving a leave request only affects the available balance, not the current balance. Leave request approvals do not appear in the current leave balance history.
Revert leave accrued on date specified	The manager who unapproved the team member's worked timesheet	This event occurs when a manager unapproves a previously approved worked timesheet that accrued leave based on hours worked.
Revert leave taken on date specified	The manager who unapproved the team member's leave timesheet	This event occurs when a manager unapproves a previously approved leave timesheet.
Fixed hours released for a specific date range	Deputy	This is an automatic action from Deputy that occurs when a leave policy is set up to release an amount of leave on a specified date for the team member. Read more about setting up leave policies that release: fixed amounts of leave on specific dates leave amounts based on agreed hours on specific dates
Fixed hours released for a specific date range (with max balance reached)	Deputy	This automatic action occurs when a leave policy releases an amount of leave on a specified date but has a cap on the amount of leave that can be accrued. Read more about setting up leave policies that: have a max balance set
Balance reset	Deputy	This is an automatic action from Deputy that occurs when a leave policy is set up to reset the balance on a specific date. Read more about setting up leave policies that: reset the balance
Partial balance rollover	Deputy	This is an automatic action from Deputy that occurs when a leave policy is set up to roll over a partial leave balance on a specific date. Read more about setting up leave policies that: roll over a partial balance
Balance changed manually	The manager who manually edited the leave balance	Read more about how managers can manually edit team members' leave balances.