Record how each person actually works — full-time, part-time, flexible or a rotating shift — and HollyHR pro-rates their holiday allowance automatically. Part-timers get the right balance without a spreadsheet.
In HollyHR you set your organisation's full-time week — say 37.5 hours — then record each person's contracted hours. HollyHR works out their full-time equivalent and automatically pro-rates their holiday allowance: someone on 80% of full-time hours gets 80% of the leave. Part-timers see the right balance without a spreadsheet or manual maths.
Working patterns capture the shape of someone's week — which days they work and for how long — and pin it to an organisation-wide full-time standard. From there, their full-time-equivalent figure feeds the time-off balance so annual leave is pro-rated the moment the pattern is set, and manual corrections still sit on top as an auditable adjustment when you need them.
Set your full-time week once, record a person's contracted hours, and HollyHR pro-rates their leave allowance by full-time equivalent automatically. A 25-day policy at 80% hours becomes 20 days on their balance, with no manual sums to get wrong at year end.
Not everyone works nine-to-five, five days a week. Build patterns for fixed weekly hours, flexible arrangements or zero-hours workers, set start and end times, unpaid breaks and hours per day, and reuse them across your team. Give one pattern a default so new starters inherit it.
For people on a rota that repeats over more than one week, set a multi-week cycle of up to twelve weeks. HollyHR averages the hours across the cycle to work out the weekly figure, so alternating or fortnightly patterns still produce an accurate full-time equivalent.
Contracted hours and the resulting FTE live on each person's employment record, and the pro-rated allowance flows through to their time-off balance and your payroll export. Manual pro-rata adjustments stay visible as separate ledger entries, so you can always see how a balance was reached.
HollyHR pro-rates it by full-time equivalent. You set the organisation's full-time week and each person's contracted hours; HollyHR then works out their FTE and applies it to the leave policy allowance. Someone working 80% of full-time hours on a 25-day policy sees 20 days on their balance, calculated automatically.
No. Once a person's contracted hours are recorded, HollyHR pro-rates their annual leave allowance automatically and shows the correct balance on their time-off dashboard. There's no separate calculator to run and no spreadsheet to maintain, so part-time allowances are right from the start of the leave year.
Yes. Working patterns support fixed weekly hours, flexible arrangements and zero-hours workers, with start and end times, unpaid breaks and hours per day. You build a pattern once and reuse it, and you can set a default so new starters inherit the most common arrangement.
You can model a working pattern that repeats over more than one week — up to a twelve-week cycle. HollyHR averages the hours across the cycle to produce the weekly figure and the full-time equivalent, so alternating or fortnightly shift patterns give an accurate leave allowance.
Full-time equivalent expresses someone's hours as a proportion of a full-time week — 30 hours against a 37.5-hour standard is 0.8 FTE, or 80%. In HollyHR that figure drives pro-rated holiday, so part-time leave is fair and consistent across the team, and it flows through to your payroll export.
Yes. Manual pro-rata and correction adjustments are recorded as separate ledger entries that sit on top of the FTE-pro-rated base allowance. That keeps the automatic calculation clean while giving you an auditable trail of any change you make by hand.
People without contracted-hours data keep the full policy allowance, exactly as before — nothing is pro-rated until you record their working pattern. That means you can adopt working patterns gradually, starting with your part-timers, without disrupting anyone on standard full-time hours.
The whole core product, no card, no trial clock — and everything exports if you ever want to leave.
Related: Time off & leave · Who's away · People records