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:
- Shift forwards - Creates a gap period between years
- 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
- Navigate to Admin Tools > Admin Panel
- Go to Templates > User Templates
- Locate your template (e.g., "Administrator Template")
- Click the blue Edit button
Format Settings
- Scroll to Format Settings section
- Under Leave Year, note current inherited settings:
- Day: Typically 1
- Month: Typically 1 (January)
Making the Change
- Click the blue Change Calendar Year button
- In the wizard, review the summary showing:
- Number of affected users
- Users with overridden settings
- 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
- Set adjustment preferences:
- Rounding Policy: Choose how to handle partial days
- Force Overridden Users: Optional override for individual user settings
- Review the automatic calculation explanation:
- For forward shifts (gap period), see how entitlements will be adjusted
- For backward shifts (overlap), understand proration
- Select calculation option:
- Let system adjust entitlements automatically
- OR check "I do not want edays to make changes..." for manual adjustment
- 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
- Always check the "Year Change Description" to verify shift direction
- Consider running a report before/after to verify changes
- 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