How to check an employee’s entitlement history

The Entitlement changes tab provides a chronological history of the events that affected an employee’s entitlement. It shows not only the current balance, but also when and why it changed.

You can use it to review:

automatic accruals;
requests that affected the balance;
carryover between holiday years;
expiration of unused entitlement;
manual adjustments.

This is particularly useful when an employee’s balance differs from the expected amount or when you need to verify how it was calculated.

💡 Access: The Entitlement Changes tab is available to Administrators only.

How to open Entitlement changes tab

Go to Configuration → People.
Select an employee.
Open the Entitlement changes tab.
Select the relevant Absence year and Absence type.

Changes are grouped by absence type and holiday year.

Each entry shows:

Change – the amount added to or deducted from the entitlement;
Date – the date from which the change applies;
Details – the event that caused the change.

Entitlement changes tab vs Entitlement Report

Both views show employee balances, but they serve different purposes.

	Entitlement changes tab	Reports → Entitlement
Main purpose	Review the history of one employee’s entitlement	Review summarized entitlement data
Best for	Understanding what changed and when	Comparing balances and reviewing totals
Data shown	Individual accruals, requests, carryover, expiration, and manual changes	Total accrued, requested, transferred, expired, manually edited, and available entitlement
Dates of individual changes	Yes	No
Multiple employees	No – opened from an individual employee’s profile	Yes
Filters	Absence year and absence type	Employee, absence type, contract type, year, and selected date
Excel export	No	Yes
Access	Administrators	Administrators and Managers, depending on their role and permissions

The report shows totals such as accrued, requested, transferred, manually edited, and available entitlement. It does not provide the same chronological list of individual events as Entitlement changes.

💡 In short: Use the report to analyze or export balances. Use Entitlement changes to understand how a particular balance was created.

For example: if entitlement is accrued monthly, the Entitlement Report shows the total number of days accrued in the selected period. Entitlement changes shows each monthly accrual separately, together with its effective date.

In the entitlement changes tab, if an Administrator initially adds 1 day and then adds another day, the report shows a total manual adjustment of 2 days. The entitlement changes section lists each entry separately, indicating the time of each addition and the comment associated with each change.

Learn more about Time Off reports in What kinds of reports are available in Calamari Time Off?.

How to read the entitlement history

Each row represents a separate event that affected the employee’s entitlement:

Accrued – entitlement added automatically according to the absence type’s accrual rules;
Request – days or hours deducted or reserved by an absence request;
Carryover – unused entitlement transferred between holiday years;
Expiration – entitlement removed after its configured expiration date;
Edited – a manual adjustment made by an Administrator.

For manual adjustments, the history may also show who made the change and the accompanying comment. The comment is not visible to the employee.

Example of an employee’s entitlement history in the entitlement changes tab showing accrual, requests, carryover, expiration, and a manual adjustment with its date and comment.

Practical use cases

Investigating an unexpected availability

An employee or Administrator may notice that the available balance is different from what they expected.

Open Entitlement changes to trace the events behind the current availability. Review the employee’s accruals, requests, carryover, expiration, and manual adjustments to determine which entries increased or reduced the balance.

Start with the Accrued entries and check whether:

the expected amount was granted;
the accrual was added on the correct date;
the correct accrual rule was applied;
proration or rounding affected the result;
the employee met the rule’s conditions, such as contract type, location, team, or seniority.

💡 If several employees are affected, review the absence type’s configuration before adding manual corrections.

Confirming that a monthly accrual has already been added

If monthly accruals are based on the employee’s hire-date anniversary, the employee may ask whether the entitlement for the current month has already been granted.

Check the latest Accrued entry to confirm:

whether the monthly accrual has already been added;
the date on which it was added;
the amount granted.

Checking an entitlement increase based on seniority

If the accrual rules include seniority tiers, use the history to confirm whether the employee received an increased entitlement after reaching a milestone—for example, five years of service.

Look for the relevant Accrued entry and compare its amount and date with the configured seniority rule.

Reviewing manual adjustments separately

The Entitlement Report shows the total value of all manual adjustments in the selected period. The Entitlement changes tab displays each adjustment as a separate Edited entry.

For example, if 1 day was added manually and another 1 day was added later, the report shows a total manual adjustment of 2 days. In the entitlement changes tab, you can review both changes separately.

Checking who made a manual adjustment

Open the relevant Edited entry to check:

how much was added or deducted;
when the adjustment became effective;
which Administrator made the change;
the comment recorded with the adjustment.

This helps explain why the balance was changed and prevents the same correction from being added twice.