How to show Available Leave Days in Portal create screen JSM

[Edmond Khachatryan]

Hello Atlassian Community,

I am trying to implement a leave/PTO request system in Jira Service Management Cloud for portal users (customers who do not have full Jira accounts).

Here’s what I need:

1. When a portal user (for example, John Smith) opens the Leave Request form in the Jira Service Management portal, I want them to see their available vacation/PTO days before submitting the request.

2. The leave balance should be dynamic and updated automatically as they submit requests and get approvals.

3. Ideally, this should work without requiring the portal user to be a licensed Jira user.

I have tried using apps like Teamployees and creating custom Jira fields, but:

• Teamployees tracks balances internally and only displays them via widgets or panels, not directly on the portal create form.

• Jira automation can update a field after submission, but this does not show the balance before submission.

Questions:

1. Is there a way to display live available leave days in the portal create screen for portal users?

2. If a marketplace app can do this, which apps are recommended and what is the setup?

3. Are there any workarounds using Jira native features, automation, or custom fields that allow pre-submission visibility of leave balance?

Any guidance, app recommendations, or examples would be greatly appreciated!

Thank you in advance.

[Marc -Devoteam-]

Hi @Edmond Khachatryan 

You could look at https://marketplace.atlassian.com/apps/1236123/booking-resource-reservation-for-jira-and-jsm?hosting=cloud&tab=overview&_gl=1*46qdou*_gcl_au*NzMxMTk3MDg5LjE3NzIyMDAzMDI.*_ga*NDY0MTE5MjAwLjE3NzIyMDAzMDI.*_ga_NQ4BSEGLYS*czE3NzIyMDAzMDEkbzEkZzEkdDE3NzIyMDAzMTckajQ0JGwwJGgxNjQwMDQxMDgw 

But related to you first point, where will this information come from?

On Portal access, there is only portal access, that all a customer has, so any information a customer can see is request types.

[Edmond Khachatryan]

 @Marc -Devoteam- 

Thank you for your response.

The information could come from two possible sources:

1. Manually created custom fields and dedicated “Leave Balance” issues in Jira
2. A Marketplace app that manages leave balances

In both scenarios, the logic would be the same:

• Each employee has a defined number of vacation days.
• Days are added monthly (accrual).
• When a leave request is created and approved, the balance is automatically reduced.
• The system must calculate the remaining days dynamically.

What I want to achieve is:

When a portal-only user opens the Leave Request form in Jira Service Management, they should see their current available leave balance before submitting the request.

I understand that portal users only have access to request types and cannot browse other issues or fields outside the request form.

So my main question is:

Is there any supported way in Jira Service Management Cloud to display user-specific calculated data (like remaining leave balance) directly on the portal create screen?

Or is this technically impossible due to portal permission limitations?

[Marc -Devoteam-]

HI @Edmond Khachatryan 

This is possible, but you would need to first have to have this information.

Assets inn JSM culd help as you could state in an object based on a user and linked to that user.

Then have attributes on the object that would specify the initial days and then have other attributes on the remaining and taken days.

use automation to update the values based on creation of a new leave request so that the remaining Asset object attributes of the user get updated

[Joseph Chung Yin]

@Edmond Khachatryan -

I agreed with @Marc -Devoteam- suggestion.  In addition - something simplier you may want to consider - In our env, we uses KB article and help statements to direct the portal customer to review his/her leave information (from the source - i.e. our HR systems) first, then the customers can decide if they still want to submit the request or not.

Hope this also helps.

Best, Joseph