Everyone wants the same dates
Festive and school-holiday periods are oversubscribed every year.
FAIR LEAVE BALLOT
Fair, defensible leave decisions, made months ahead.
Everyone wants the same festive dates. Techseria Roster's leave ballot replaces first-come-first-served and favouritism with transparent scoring, capacity caps and a waitlist, then creates the leave in HRMS.
Leave chaos damages trust and coverage
When popular dates are decided by who emailed first, staff lose faith and managers absorb the complaints.
The Challenge
What the ballot delivers
Transparent scoring
Eight weighted rules, with a score breakdown on every request.
Decisions feel arbitrary
Without visible rules, outcomes are hard to defend.
Protected coverage
Concurrency is capped by roster template floors or a fixed percentage.
Coverage at risk
Approving too much leave on the same days leaves the roster short.
Festive equity
Rotation, previous outcome and festive equity rules spread the good dates over time.
Straight into HRMS
Winners get a leave allocation and an application routed to their approver.
The Challenge
Everyone wants the same dates
Festive and school-holiday periods are oversubscribed every year.
Decisions feel arbitrary
Without visible rules, outcomes are hard to defend.
Coverage at risk
Approving too much leave on the same days leaves the roster short.
What the ballot delivers
Transparent scoring
Eight weighted rules, with a score breakdown on every request.
Protected coverage
Concurrency is capped by roster template floors or a fixed percentage.
Festive equity
Rotation, previous outcome and festive equity rules spread the good dates over time.
Straight into HRMS
Winners get a leave allocation and an application routed to their approver.
How It Works
A ballot from open to HRMS leave
A six-month planning window, configurable, including festive windows.
- 01Step 1
Open for requests
The cycle opens and a frozen snapshot records who was eligible, so outcomes can be defended in an audit.
- 02Step 2
Staff rank preferences
Each person submits several ranked date ranges in the ballot portal.
- 03Step 3
Score and allocate
Weighted rules score each request and allocate leave against the capacity limit.
- 04Step 4
Waitlist
Unsuccessful requests are waitlisted with their scores so they can be reconsidered when capacity frees up.
- 05Step 5
Review and override
Approvers adjust results before publishing. A rationale is required and recorded.
- 06Step 6
Two-step publish
Process allocations, review, then publish results.
- 07Step 7
HRMS leave
Granted requests create a Ballot Leave allocation and a leave application routed to the approver. Once approved it is a hard block for the roster.
Scoring Rules
Eight rules you can combine and weight
Choose what fairness means in your organisation.
Seniority
Recognise length of service.
First-come-first-served
Reward early submission where policy allows.
Rotation fairness
Share the good dates over successive ballots.
Role criticality
Protect roles that must remain covered.
Previous ballot outcome
Favour those who missed out last time.
Fewer approved leave days
Prioritise people who have taken less leave.
Random draw
A fair tiebreaker.
Festive equity
Spread festive leave fairly over the years.
Control And Evidence
Built for governance
Every decision can be explained.
Frozen eligibility snapshot
Records who was eligible when the ballot opened.
Score breakdown
Each request shows why it scored as it did.
Manager override with rationale
Adjustments before publishing, with a required, recorded reason.
Ballot reports
Cycle Oversight and Cycle Participation reports with a per-request audit.
One-click waitlist promotion
Promote waitlisted requests automatically when capacity frees up. Roadmap.
Automatic linkage
Roster Runs inside a ballot cycle window are linked to that cycle automatically.
Faq
Frequently Asked Questions
Take the argument out of festive leave
Book a demo and we will configure a ballot with your rules and show the result.