The transcript of this video can be found below.

Holiday Manager can calculate holiday entitlement in sessions.

When you are setting up your staff member in Holiday Manager simply select that their leave is to be calculated in sessions and then input the details into their working hours tab as normal, including their base entitlement in days, if bank holidays are included in this entitlement and what their weekly working pattern is.

The staff members entitlement will then show in their Annual Leave tab under total entitlement.

You can click to show details to expand this section further and see how the base entitlement and bank holiday entitlements have been calculated.

Holiday entitlement and bank holiday entitlement are worked out in exactly the same way.

To work out base entitlement you would take the sessions worked per week, multiplied by the base entitlement in weeks which will give you the total base entitlement in sessions.

Here you can see this staff member works 8 sessions per week, with an entitlement of 30 days per annum. 30 days is 6 weeks. and therefore 8 x 6 = 48 sessions.

To calculate the number of sessions you would be entitled to for bank holidays, look at the number of days and convert to weeks, so in our example, that’s 8 bank holiday days, and each day in a working week is 0.2 of the working week, therefore 8 days bank holiday = 1.6 weeks of bank holiday.

So you would do 1.6 weeks x the number of sessions you work per week.

Here that is 8 multiplied 1.6 weeks which equals 12.8 sessions of bank holiday entitlement.

There is no difference in the way that annual leave or bank holiday is calculated.

Again, using this example, there are 30 working days in 6 weeks. If we take the 48 sessions (which is this staff members base entitlement), then divide that by 30 days this would again equal 1.6 sessions per day – which again makes each day in a working week 0.2.

If we then have 8 bank holidays, we would take 8 days entitlement and multiply that by the number of sessions 8 x 1.6 sessions = 12.8 sessions of bank holiday entitlement.

Some surgeries consider a day for a GP to be 2 sessions. If you work in this way you can easily add an adjustment like so. Holiday Manager gives the correct entitlement of 12.8. If you want to change this to 16 sessions (made up of 8 days multiplied by 2 sessions), simply add an adjustment of 3.2 sessions here, and click save.

Holiday Manager can easily help you calculate annual leave entitlement for your staff members that work in sessions.

Holiday Manager is completely free and is accessed within HR in the Practice Index HUB.

We run Holiday Manager overview sessions every Tuesday at 11am. You can book your place here.