How Do I Set Entitlement by Role?

Entitlement by Role is an Automation within Vacation Tracker that awards additional days to specific groups of Users automatically. This can be done by creating a label which you'd use to select specific Users, and set up an automation for that label.

For example, if we want to give additional PTO days to our Managers, we will create a label ‘Manager’ that we’ll add to all of our Managers and then create an automation that will give them additional days based on that label.

|| Please have in mind that Entitlement by Role can only be used with the Complete plan, since labels are not available for the Core plan. For more information on our different plans, please see the following link: Guide : What Are The Differences Between Our Core & Complete Plans?

Before setting up the automation for Role based entitlement, you should already have a label(s) created. To learn how to create labels, please take a look at this article: How Can I Categorize Users (Adding Labels)?

Now, let’s create the automation!

1.  Log in to the vacation tracker account using app.vacationtracker.io/signin 
2. On the left-hand side click on Workspace Settings > Automations.
3. Click on “Entitlement By Role”. You'll need to ensure that it is activated before you start using it. 

4. Start configuring the Automation.

• Choose a name.
• Select a label and a leave type to which the automation will apply (in this case, we chose HR and vacation as a leave type).
• Enter the number of additional days that will be added.

||| Note: for now only the current year can be selected, in case you need to push the change into the past, please reach out to our Support.

5. Click on Create once done.

You can revisit any Entitlement by Role automations you’ve previously created by going to Automations and clicking on Entitlement by Role. You’ll be able to deactivate, edit and delete the automation. If you'd like to edit the setting, you can do so by clicking on the automation name.

Earning Rules

Please note, if you already have a label assigned to some Users, after creating the automation, you will have to remove and re-assign that label to have the automation applied.

You can create multiple Entitlement by Role automations, however, you can create only one per label. Meaning that a label (let's say "Managers") can only be used once for one automation.

Additionally, multiple leave types cannot be handled by one automation. For example, if you're looking to assign additional 5 PTO days and 5 Personal leave type days to Managers, you must create two different labels (Managers PTO and Managers Personal) and assign both and create separate automations based on both.

|| If you want to manually change role entitlement for an individual, please see the following article: How Do I Customize Seniority Based Entitlement (SBE) or Entitlement by Role for Individual Users?

| To learn more about the Automations Vacation Tracker offers, see here: Guide: What Automations does Vacation Tracker offer?