Who this guide is for:
System Administrators needing to adjust the leave year for specific users.
Overview:
This guide explains how to change a user’s leave year start date and how the system recalculates entitlements after the adjustment.
How Changing the Leave Year Works:
The leave year determines when annual entitlement refreshes. Changing it for a user impacts:
- Existing entitlement calculations
- Carryover records
- Absence bookings in transition periods
The system automatically adjusts entitlements based on whether the year shifts forward (creating a gap) or backward (creating an overlap).
How to Set Up a User-Level Leave Year Change:
- Navigate to Admin Tools > Admin Panel > Users
- Search for the user and click "Edit".
- Go to the "User settings" tab
- Scroll to "Format settings" and click "Change leave year".
- Select:
- The new Day and Month for the leave year start.
- Which entitlement pots should be affected.
- If you wish for edays to calculate the new entitlement based on the new leave year, leave the tickbox of "I do not want edays to make changes to entitlements or carry-over - just change the leave year" unticked.
- Click "Change leave year" to confirm.
Additional Information:
- Key Terminology:
- Forward shift: Extends the current leave year (gap period).
- Backward shift: Shortens the current leave year (overlap period).
- Permissions Required:
- System Admin role.
- Best Practices & Reminders:
- Review entitlement impacts before applying changes.
- Communicate changes to affected users.
- Use the search function within the platform to quickly find features or settings.