More years, more leaves

Frappe HR
,
1

Hello community, in some countries, vacation laws are as follows:

After completing your first year, you earn 12 vacation days.

After completing your second year, you earn 2 additional days.

You earn 2 days for each year completed until you reach 20. Once you get this number of days, you earn 2 days every 5 years.

Is there a way to configure these leave days by milestone?

2

Solution: Automatically Update Leave Allocation Based on Seniority

This solution uses a Server Script to check every employee’s joining date daily and automatically updates their leave allocation based on their years of service.

Steps to Implement:

  1. Search for Server Script in the Awesomebar.
  2. Create a New Server Script.
  3. Fill in the details as follows:
    • Name: Auto Update Leave Allocation
    • Script Type: Scheduler Event
    • Event Frequency: Daily
  4. Paste the following code into the Script field:
import frappe
from frappe.utils import date_diff, today, flt

# ================= CONFIGURATION =================
# Exact name of the Leave Type as in your system
LEAVE_TYPE_NAME = "Annual Leave"
# ===============================================

def get_entitled_days(years):
    # Define your logic here:
    if years >= 2:
        return 16  # Employees with 2+ years of service
    elif years >= 1:
        return 14  # Employees with 1+ year of service
    else:
        return 12  # New employees (less than 1 year)

# 1. Fetch all active employees
employees = frappe.get_all("Employee", 
    filters={"status": "Active", "date_of_joining": ["is", "set"]}, 
    fields=["name", "date_of_joining", "employee_name"]
)

for emp in employees:
    # 2. Calculate exact years of service
    years_worked = date_diff(today(), emp.date_of_joining) / 365.25
    
    # 3. Determine entitlement for today
    new_entitlement = get_entitled_days(years_worked)
    
    # 4. Find the currently active Leave Allocation for this employee
    # (Matches allocation where today falls between from_date and to_date)
    allocations = frappe.get_all("Leave Allocation", 
        filters={
            "employee": emp.name,
            "leave_type": LEAVE_TYPE_NAME,
            "docstatus": 1, # Must be Submitted
            "from_date": ["<=", today()],
            "to_date": [">=", today()]
        },
        fields=["name", "total_leaves_allocated"],
        limit=1
    )

    if allocations:
        alloc = allocations[0]
        
        # 5. Update only if the current allocation is different
        if flt(alloc.total_leaves_allocated) != flt(new_entitlement):
            # Update the value in the database
            frappe.db.set_value("Leave Allocation", alloc.name, "total_leaves_allocated", new_entitlement)
            
            # Log the change for reference
            frappe.log_error("Auto Leave Update", f"Updated {emp.employee_name} to {new_entitlement} days")

5. Click Save and ensure the script is Enabled.
How it works:
Every night, the system will run this script. It calculates the tenure for every employee. If an employee has crossed a seniority threshold (e.g., completed their 1st or 2nd year) on that day, their current leave allocation will be updated instantly to reflected the new balance.