The Allow Overbooking option determines whether an employee can book more than their calculated total entitlement. This article explains how this option works and contains the following sections:
1. Allow Overbooking = Ticked
When Allow Overbooking is ticked, employees can book more holiday in an accrual year than their total entitlement (Accrued + Carry Over + Adjustments).
2. Allow Overbooking = Not Ticked
When Allow Overbooking is not ticked, employees are not able to book more holiday in an accrual year than their total entitlement (Accrued + Carry Over + Adjustments)
Error / Warning Messages
If a Self Service/Line Manager User does try to book more than their total entitlement they will receive the following error message:
If an HR Professional tries to book more than the total entitlement for an employee they will receive the following warning message:
Therefore, HR Professionals can override the option (if required) by clicking Yes.
3. Scenarios that can result in Overbooking even when Allow Overbooking = Not Ticked
There are a number of administrative changes that can result in the total entitlement for an employee reducing, which could then mean that an employee's absence plan is overbooked.
- Changes to an Employee's Absence Plan Enrolment details (e.g. An employee is made a leaver or switched on to a new plan)
- Changes to an Employee's Working and Scheduled Time (e.g. FTE Ratio is reduced)
- Changes to an Absence Plan's Settings (e.g. entitlement, accrual settings and carry over)
- Changes to an Absence Calendar (e.g. Add or Update a Compulsory Event)
- Adjustments made to an employee's absence plan
As a result, if you do not allow overbooking, we also recommend activating the Overbooked Absence Plans Notification. For more information, see: Overbooked Absence Plans Notification.