Holiday Allowance, Closed Days and Pay Period

Holiday Allowance, Closed Days and Pay Period

BakeOnyx can track how much holiday each person has left. Each holiday request shows how many days (or hours) it uses. The person and the manager see the balance before a decision. You can also mark the days the bakery is closed, and choose how often you pay your staff.

• A fixed allowance per year, or holiday built up from the hours a person works
• Only the days a person normally works are counted
• Carry-over from last year
• Bakery closed days (for example, Christmas Day)
• Hours and estimated pay for each pay period: weekly, every 2 weeks, every 4 weeks or monthly

Turn On Holiday Allowance

Only the owner can change these settings. Holiday allowance is off until you turn it on.

1. Go to Settings → Team.
2. Find the Holiday allowance and pay period card.
3. Turn on Track holiday allowance.
4. Set Holiday year starts (for example, 1 January or 1 April).
5. Select Days or Hours for fixed allowances.
6. Type the Default allowance per year. In the UK, a full-time person (5 days a week) gets 28 days, including bank holidays.
7. Select what happens when a request is more than the person has left: Warn — a manager decides, or Block the request.

How Days Are Counted

• A day off counts only on the days the person normally works. BakeOnyx uses the person's weekly availability. If no availability is set, it uses Monday to Friday. For example, a week off from Monday to Sunday for a Monday–Friday worker uses 5 days, not 7.
• A half day uses half a day.
• A bakery closed day is never counted twice.
• BakeOnyx saves the count when the request is made. A later change to the person's availability does not change past holiday.
• A request that crosses the start of the holiday year is split between the two years, and each part uses that year's allowance.

Change One Person's Holiday

1. Go to Schedule → Time off.
2. In Holiday allowance, select the year (Last year, This year or Next year).
3. Click the pencil next to the person.
4. Select the Type: Fixed allowance, or Built up from hours worked.
5. For a fixed allowance, type the allowance for this year. Leave it empty to use the bakery default.
6. Type the Carry-over from last year.
7. Set Hours in one day off. This is used when holiday is counted in hours.
8. Click Save.

The table shows the allowance, carry-over, used (approved holiday and closed days), waiting, and left. A negative number in Left means the person took more than their allowance.

Holiday Built Up From Hours Worked

For people with irregular hours, or people who work only part of the year, holiday can build up from the hours they work. In the UK, for holiday years that start on or after 1 April 2024, this is 12.07% of the hours worked.

• The amount is counted in hours.
• BakeOnyx uses the hours clocked with the time clock. For a day with no clock-in, it uses the planned shift.
• You can change the percentage in Settings → Team → Holiday allowance and pay period.
• Bakery closed days are never taken from this holiday automatically.

Bakery Closed Days

1. Go to Schedule → Time off.
2. In Bakery closed days, select the Date and type a Name (for example, Christmas Day).
3. Keep Counts as holiday ticked if the day uses holiday. Clear it if you give the day off without using holiday.
4. Click Add closed day.

• Everyone sees the closed day on the rota, on My schedule and in their calendar link.
• When the day counts as holiday, people with a fixed allowance who normally work that weekday use one day.
• To remove a closed day, click the bin next to it.

Ask for Holiday and See What Is Left

• On My schedule, My time off shows Holiday left for this holiday year.
• In the request form, BakeOnyx shows how much the request uses and how much you have left. If the request is more than you have, you see a warning. In Block the request mode, you cannot send it.
• Managers see uses 5 days on each holiday request, and how much is left after approval.

Pay Period

1. Go to Settings → Team → Holiday allowance and pay period.
2. Select the Pay period: Every week, Every 2 weeks, Every 4 weeks or Every month.
3. For every 2 or 4 weeks, select the First day of one pay period. The next periods follow from it.
4. For every month, type the day the pay month starts (1 to 28).

• On Schedule → Timesheet, select Pay period to see hours, pay and totals for the whole period. CSV and Print use the same dates.
• On My schedule, each person sees their estimated pay for the pay period, if the owner allows staff to see their own pay.