What happens to leave when someone joins mid-year?
A mid-year joiner needs a figure that reflects the part of the year they will work. The leave grid holds a cell per person per type, so a joiner's row can differ from the standard quota without changing anything for anybody else.
A standard quota describes a full year. Somebody joining in September has not got one.
Give them the full figure and they quietly gain four months of extra days. Give them none and the result is worse the other way. Most firms scale it to the months worked.
How the scaling works matters less than deciding it once. By month. By quarter. Rounded up or rounded down. Every firm has a view, and all of them are workable.
Write the result into the grid rather than keeping it in somebody's head. Then the figure can be checked by anyone later.
Each type needs its own cell, because the types are not one pool. A holiday allowance and a sick allowance can scale differently. One may not scale at all.
Probation asks the same thing from another angle. Whether days are available during it is a policy call, and the cell can hold whatever that call says.
Do it when the person joins, not when the first request lands. A reusable joining process is the natural home for the step, and it takes a minute.
Somebody leaving part way through a year asks the same thing from the other end. The answer is rarely a mirror of the joiner rule, so decide both at once rather than one at a time.
Put both in the leave policy. A rule that exists only as an arithmetic habit drifts every time a new person does the arithmetic.
The year selector makes the check easy afterwards. Open the joiner's row, read the three figures, confirm they match what you decided.
Somebody leaving part-way through a year raises the same question from the other end, and the answer is rarely symmetrical with the joiner rule. Decide both together rather than one at a time.
Set the figures as part of the joining checklist rather than when the first request arrives. A joining process run from a reusable template is the natural place for it.
Related questions
Does the product scale the figure itself?
The grid holds the number an admin enters in each cell, so the company's own scaling rule is applied exactly as written, at the moment the cell is filled.
What about a probation period?
Whether days are available during probation is a policy question. The cell can hold whatever the policy decides, because it is set per person.
Where should this be documented?
In the leave policy, which sits in the published set. A rule that lives only in a calculation gets applied differently by the next person who does it.