Paid leave management
Remaining days and progress against the five-day requirement are handled on the same screen.
Common problems
Annual paid leave involves more than granting days and tracking balances. Japanese labour law also sets a statutory requirement to take five days of paid leave per year, and because the reference date differs by employee, spreadsheet management breaks down as the number of joining dates grows. WorkVell calculates progress for each reference date from the joining date and the leave already taken, and puts the employees who need attention first.
The reference date differs from employee to employee
With the reference date set six months after the joining date, each employee has a different period. Managing everyone in one spreadsheet makes it hard to tell whose deadline falls when.
A shortfall is noticed just before the deadline
Finding out close to the deadline that an employee has not taken five days leaves little room to arrange it, because the employee's own workload has to be worked around.
Requests and balances are managed separately
When leave is requested on paper or in chat, the balance is updated by hand after approval, and a gap opens up between the balance and the leave actually taken.
What WorkVell does
Remaining days and progress against the five-day requirement are handled on the same screen.
Progress is calculated per reference date
Each employee's reference date is derived from the joining date, and the days taken within that period are totalled. There is no need to view the whole company over one fixed period.
Employees needing attention are shown by stage
Status is shown as met, on track, behind, or needs attention. Employees whose deadline is near and whose leave has not progressed can be reviewed first.
The HR team is notified monthly
When employees need attention, a monthly notification goes to the HR team, so a change in status is noticed without opening the screen.
Requests and balances are connected
When a leave request is approved, the balance and the record of leave taken are updated. No separate update is needed after approval.
From setup to daily use
- 1
Set the grant rules
Set the number of days granted by length of service, and how carry-over is handled.
- 2
Register joining dates
Reference dates are calculated from employees' joining dates. Where the joining date is on file, the reference date does not have to be entered separately.
- 3
Set the request flow
Set the approval route for leave requests. Approved leave is reflected in the balance and in the record of days taken.
- 4
Review progress regularly
Check the status on the HR screen. A monthly notification arrives when there are employees who need attention.
Built to be relied on
Beyond the feature itself, the groundwork for running and governing it every day.
Built for local rules
Handles the calculations and statutory forms Japanese HR and payroll actually need.
Works in many languages
Employee screens in 9 languages; the time-clock kiosk in 26.
Roles and audit logs
Role-based permissions and activity logs show who saw and changed what.
One connected system
HR, labor, payroll and accounting connect, cutting hand-offs between tools.
Frequently asked questions
How are the employees covered by the five-day requirement identified?
From the reference date calculated from the joining date, and the leave taken within that period. The reference date falls six months after joining, and each following period runs for one year.
Are half-day and hourly units supported?
Half-day leave is supported. Where leave is taken in hourly units, please raise this with us before implementation.
Is proportional granting for part-time employees supported?
Not at present. Proportional granting and the attendance-rate test for eligibility are not supported. Where employees fall into this category, the number of days granted is set individually.
What happens where planned leave is used?
Days taken under a planned leave arrangement count as leave taken, so they are included in progress against the five-day requirement.