Yearly Usage Limit
The Yearly Usage Limit plugin caps the total amount of time off that can be used within a defined year. This prevents employees from using more than their intended annual allowance, even if they have accumulated more.
When to use
Use this plugin when:
- Company policy caps annual usage regardless of available balance
- You need to track usage against a year other than the calendar year
Parameters
| Parameter | Description | Default |
|---|---|---|
| Max yearly usage | Maximum days that can be used within the year. | Required |
| Year start month | Which month starts the usage year (e.g., “September” for Danish vacation year, “January” for calendar year). | Required |
| Include pending | Whether pending (unapproved) requests count toward the limit. | Off |
| Include account IDs | Additional accounts whose usage counts toward this limit (for combined caps). | — |
How it works
The plugin tracks total usage within the defined year:
- Determines which year the request falls into based on the start date
- Sums all used and planned time off in that year
- Adds pending requests if configured
- Blocks the request if it would exceed the maximum
Year boundaries
The “year” is defined by the Year start month :
| Year start month | Year 2025/2026 runs from |
|---|---|
| January | January 1, 2025 – December 31, 2025 |
| September | September 1, 2025 – August 31, 2026 |
| April | April 1, 2025 – March 31, 2026 |
Examples
Limit carryover usage
Allow unlimited carryover of balance, but only 5 carryover days can be used per year:
- Add the Yearly Usage Limit plugin
- Set Max yearly usage
to
5 - Set Year start month to match your vacation year
This is useful when combined with an accrual of 25 days per year—employees can use 25 fresh days plus up to 5 carryover days annually.
Calendar year cap
Limit total usage to 30 days per calendar year:
- Add the Yearly Usage Limit plugin
- Set Max yearly usage
to
30 - Set Year start month to January
Include pending requests
To prevent employees from having too many pending requests:
- Add the Yearly Usage Limit plugin
- Set your desired Max yearly usage
- Turn on Include pending
With this setting, unapproved requests count toward the limit, preventing employees from “reserving” more time than allowed.
Combined account limit
If you have separate vacation and personal day accounts but want a combined usage cap:
- Add the Yearly Usage Limit plugin to your vacation policy
- Set Max yearly usage to your combined limit
- Add the personal days account ID to Include account IDs
Error messages
When a request would exceed the yearly limit, employees see a message indicating:
- The yearly limit
- How much they’ve already used
- How much remains available