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Changing a template calendar year

Overview

This guide explains how to modify the leave year settings for a User Template and understand how these changes affect user entitlements and existing absence records.


How Template Leave Year Changes Work

Adjusting the leave year impacts:

  • How entitlements are calculated
  • Which year's entitlements are used for existing absences
  • Carry-over calculations


Changes can either:

  1. Shift forwards - Creates a gap period between years
  2. Shift backwards - Creates an overlapping period


The system can automatically adjust entitlements to account for these changes.


How to Change the Leave Year for a Template


Accessing Template Settings

  1. Navigate to Admin Tools > Admin Panel
  2. Go to Templates > User Templates
  3. Locate your template (e.g., "Administrator Template")
  4. Click the blue Edit button


Format Settings

  1. Scroll to Format Settings section
  2. Under Leave Year, note current inherited settings:
    • Day: Typically 1
    • Month: Typically 1 (January)


Making the Change

  1. Click the blue Change Calendar Year button
  2. In the wizard, review the summary showing:
    • Number of affected users
    • Users with overridden settings
  3. Configure new settings:
    • Fixed or Variable Date: Select "Fixed" for specific date
    • Leave Year Day/Month: Set new values (e.g., 1 April)
    • Entitlement Pots: Select which leave types to affect
  4. Set adjustment preferences:
    • Rounding Policy: Choose how to handle partial days
    • Force Overridden Users: Optional override for individual user settings
  5. Review the automatic calculation explanation:
    • For forward shifts (gap period), see how entitlements will be adjusted
    • For backward shifts (overlap), understand proration
  6. Select calculation option:
    • Let system adjust entitlements automatically
    • OR check "I do not want edays to make changes..." for manual adjustment
  7. Click Change Calendar Year to confirm


Additional Information


Key Impacts to Understand

  • Forward Shift (Gap Period):
    • Absences in gap will deduct from previous year's entitlement
    • Entitlements increased proportionally to cover gap
  • Backward Shift (Overlap):
    • Absences in overlap deduct from current entitlement
    • Entitlements reduced proportionally

Permissions Required

  • "User Templates" access

Best Practices

  1. Always check the "Year Change Description" to verify shift direction
  2. Consider running a report before/after to verify changes
  3. Communicate changes to affected users

Important Reminders

  • Changes apply immediately after confirmation
  • Use "Force Overridden Users" cautiously
  • Inherited settings can be restored if needed


Tip: Use the search function to quickly find "Leave Year" settings

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