Who this guide is for
System administrators configuring carryover rules for individual users.
Overview
This guide explains how to set up manual or automatic carryover for entitlement pots (e.g., holiday) at the User level, which overrides both Global and Template settings.
How User-Level Carryover Configuration Works
Carryover rules let individual employees retain unused entitlement days into the next year. You can:
- Allow manual or automatic carryover for specific users
- Set personalised expiry dates
- Restrict carryover to absences spanning year-end
- Set user-specific maximum carryover days
Why use it?
To handle exceptions to your standard carryover rules for specific employees.
How to Set Up User-Level Carryover
Prerequisite: Requires Entitlement Setup and Users permissions.
- Go to Admin Tools > Admin Panel
- In the left panel, select Users > User Overview
- Search for the required user and click Edit
- Navigate to the "Entitlements" tab.
- Click "Edit" on the entitlement pot (e.g., Holiday).
- Under "Entitlement elements", click "Edit" for the relevant element (e.g., Annual Entitlement).
- Scroll to "Carry-over and expiry" settings:
- "Allow manual carry-over to": select the entitlement element manual carry-over should be to.
- "Automatically carry over to": select the entitlement element automatic carry-over should be to
- Set the "Maximum carry-over amount (days)": select a carry-over cap - users will not be able to exceed this amount when carrying days over (e.g., 5.00).
- If required, change "Carry-over expires (into this element)" from "Never" to "Specific date" and select a day/month.
- Click Save and update (top right).
Note: Automatic carryover skips users with Pending absences in the outgoing year.
Additional Information
- Key Terms:
- User level: Overrides both Global and Template settings for individual users.
- Best Practices:
- Use this sparingly - most users should follow Template-level rules
- Document any user exceptions for audit purposes
- Reminder:
- User-level settings override both Global and Template settings
- Use the search function to quickly find users or entitlement settings