On this page
How it works
- 1Check the rules: the company's annual entitlement, the statutory share, part-time, joining during the year, rounding and carry-over. Nothing is saved until you click “Save”.
- 2Take over opening balances — once, before the first rollover: enter each person's remaining leave for the current year by hand or paste a list from Excel, check and book.
- 3From 01.12. look at the preview: it shows per person what would be booked on 01.01. and books nothing itself.
- 4“Confirm preview …” — the dialog repeats every number. You can confirm again until 31.12.
- 5After 01.01. read the report: what was booked, what was skipped and where something is open.
The status card at the top shows the state of the next rollover and the four steps Rules, Opening balances, Confirm and Report. A tick means done, a yellow number means something is still missing. Click a step to open it.
Rules for leave
| Rule | What it does |
|---|---|
| Annual entitlement – company default | Applies to everyone without their own annual entitlement in the profile, based on the company's working days. |
| Of which statutory minimum leave | The share booked as statutory leave; the rest is contractual. That matters for carry-over and forfeiture. |
| Part-time | Adjusts the entitlement to the person's working days on 01.01. (3 of 5 days → 18 instead of 30). You correct a change during the year by hand. |
| Joining during the year | “One twelfth per full month” or “Not pro rata” — affects the contractual part only. |
| Rounding | “Round up to half days” or “Do not round” — affects the contractual part only. |
| Carry over contractual remaining leave | Everything, up to a number of days, or nothing. |
| Carry over statutory remaining leave | “Always” (default) or “Only with a reason”: then you mark “Reason given” per person in the preview. Without the tick the statutory remaining leave carries over anyway — Bricksta never lets statutory leave lapse by itself but shows the check point “Check notice to the person”. According to case law it is only forfeited if the person was informed beforehand about remaining leave and forfeiture (BAG 9 AZR 541/15); you then book it out yourself. |
| Forfeiture of the carry-over, reminder | Configurable, effective with the forfeiture run (booking the forfeiture on the forfeiture date) — coming by 31.03.2027. Statutory carry-over is then only forfeited with a documented notice to the person. |
Bricksta always calculates the statutory part the same way: whoever joins by 01.07. completes the six-month waiting period within the same year and gets the full statutory leave; joining later gives one twelfth per full month, fractions of half a day or more rounded up to a full day, smaller ones up to the next half day — never less. It is the floor: if the profile holds an annual entitlement below the statutory one, Bricksta books the statutory one and shows a check point.
Bricksta reads a person's annual entitlement and additional leave from the person profile, as well as work pattern, joining and leaving date — each as of 01.01. Which property provides which value you set under “Details from the person profile” with “Change assignment”. Additional leave is booked separately.
Next to the rules shaped by law there is a note on the legal situation (§ 3, § 5 and § 7 (3) BUrlG, § 208 SGB IX, case law of the BAG and CJEU). It is guidance, not legal advice. Employment and collective agreements and works agreements are decisive.
Take over opening balances
In the first year Bricksta does not yet know the remaining leave from the old year. So you enter it once: the form lists every active person with a field “remaining leave”, as of today — as it stands in your previous list. Leave you approve in Bricksta from now on is deducted by Bricksta itself.
- 1By hand: enter each person's remaining leave. Whole or half days; remaining leave below 0 is deducted.
- 2From Excel: select two columns — name or email and remaining leave —, copy, paste with “Paste from Excel” and “Take over into the form”. Values from the list replace what is already in the form.
- 3Rows Bricksta cannot match to a person appear at the top: unknown, ambiguous (two people share the name) or duplicate (the first row counts). Choose the person or discard the row.
- 4“… book opening balances …” at the bottom: the dialog repeats every number. Afterwards the values are fixed.
On 01.01. the opening balance carries over in full in the first year. No list at hand? “Start without opening balances” records that no remaining leave should carry over; you can still take them over until you confirm. Booked opening balances can only be corrected with the account view.
Preview and confirm
The preview calculates by today's rules what would be booked on 01.01.: per person the annual entitlement (statutory, contractual, additional leave), the remaining leave from the old year, the carry-over and what is forfeited. The totals are at the top. The filter “With check point” shows only the people for whom Bricksta assumes something or does not calculate by itself.
| Check point | Meaning |
|---|---|
| Joining date not maintained | Bricksta calculates the full annual entitlement. |
| Joins during the year · pro rata | The person joins in the new year; calculated pro rata. |
| Leaves during the year | Bricksta does not reduce the entitlement in the year of leaving by itself — please check. |
| Work pattern missing | Calculated as the company's full week. |
| Part-time change during the year | The state on 01.01. counts; you correct the change by hand after the rollover. The same applies to the reduction for parental leave (§ 17 BEEG). |
| Amount does not fit the step size | Only with “Do not round”: the amount cannot be booked like this — the person is not booked in the run (result “Deviating”). Check rounding. |
| Annual entitlement below statutory | The profile holds less than the statutory entitlement; the statutory one is booked. |
| Remaining leave below 0 | The negative remaining leave carries over. |
| Left · remaining leave is compensation | The person is skipped; their remaining leave does not carry over. |
| Statutory remaining without reason · check notice to the person | Only with the rule “Only with a reason” and no tick: the remaining leave carries over anyway. Check whether the person was informed about remaining leave and forfeiture and book it out yourself if so. |
You can confirm from 01.12. The dialog names the number of people, the annual entitlement, the carry-over and how many are skipped. With the confirmation Bricksta fixes the rules; if you change them afterwards, the status card says “Rules changed” and you confirm again. If the preview changed between viewing and confirming (say, because someone joined), Bricksta refuses and asks you to reload.
If the rule “Carry over statutory remaining leave” is set to “Only with a reason”, the preview also lists everyone with statutory remaining leave. Mark “Reason given” where urgent operational or personal reasons justify the carry-over (§ 7 (3) BUrlG; the carried-over leave must then be taken by 31.03.). Without the tick the statutory remaining leave carries over anyway, with the check point “Check notice to the person”. The tick counts until the person is booked; after that it is fixed.
01.01. and the report
On 01.01. Bricksta books hourly until everyone is done; anyone who joins until then or later is booked afterwards. Without a confirmation Bricksta books nothing — from 01.12. a band above the Organization page warns, after 01.01. as “Rollover missing”. If you confirm then, Bricksta catches up on the rollover within an hour.
| Result in the report | Meaning |
|---|---|
| Written | Annual entitlement and carry-over are booked. With the mark “Notice missing”: booked, the statutory remaining leave stays because no notice to the person is documented. |
| Skipped | Left, not joined yet or already booked. |
| Open | Comes in the next hourly run. |
| Error | Bricksta retries hourly, up to five attempts in total; after that please report. |
| Deviating | Something does not match an earlier booking or the amount does not fit the step size — nothing booked, please check by hand. |
| Remaining leave below 0 after the rollover | Usually leave from the old year that was only approved after 01.01. Correcting the carry-over comes with the account view. |