The New Year is fast approaching, and for many of you, this also means your Holiday Year rollover, or carryover as we call it, is about to happen. There’s a number of important items to consider at this time of year, so we’ve prepared this handy guide to help you get the most out of edays.
Some common questions we get asked every year are:
- Why can't my employees book any holiday for Next Year?
- How do I bulk import a new balance for the new Holiday Year?
- I made an adjustment to someone’s entitlement during the year – will they rollover with the adjusted amount, or the original base value?
- Why can't I see any Public Holidays for Next Year?
- How do I set-up automatic or manual carryover?
- How do I setup Custom Days for office closures?
We've provided a checklist below that we recommend you review to ensure your system is all set-up correctly for the coming year.
Next Year Entitlement
If Next Year’s entitlement hasn’t already been awarded, this might be why you are unable to book holiday for the next year. If there's 0 balance, you won't be able to book time off. To fix this, you can bulk update entitlements for Next Year using our Import Entitlement tool. We recommend importing a New Base Entitlement value.
How to Bulk Update Users Entitlement
The good news? Once this has been done, if Accrue on Rollover is enabled in your entitlement settings, the Next Year balance will automatically be awarded at the start of each year so you don't have to keep importing a balance every year. We still recommend you check everyone's Next Year entitlement before the new year, however.
If you have imported a balance for your staff, but they are still unable to book for Next Year - check this setting in your System Setup.
edays has a carryover feature that can either allow your users to manually request carryover, or to automatically process carryover when the system rolls over.
You are also able to add maximum amount of carry over, and add expiry dates. To check/configure your Carryover set up, please see the guides below:
Note: If you have multiple templates and countries, we recommend making these changes to the required Template. If you want the same rules to affect your entire system and all users, you can make this change in Global.
Configuring Carryover - Global
Configuring Carryover - Template
Configuring Carryover - User
For automatic carryover to run, the system requires all absences to be authorised. If an absence is Pending, carryover will be skipped for the user. You can run an Absence Information report to check for any pending absences in your system. Make sure your managers/authorisers are approving their absence requests!
Once the rollover has happened, automatic carryover will not take place even if you authorise an absence after the rollover. You would need to manually add the carryover record for any individuals who were skipped.
Running an absence information report
Public Holidays are not automatically updated in edays, so you must ensure your lists include the dates for each year as needed. This requires you to check each Country List and ensure these are updated if there are changes - such as when a new Bank Holiday is announced.
If next year’s public holidays aren't displaying for next year, it's possible your lists need updating for the new year.
You can either use the import tool to update your Public Holiday Lists, or manually add the days if needed.
Public Holiday import via Import Feed
Public Holiday Setup - Adding a new public holiday date
Import Public Holidays via CSV
You may have set days of absence for your users, such as a Christmas Shutdown that you require to deduct from holiday entitlement. If this hasn’t already been configured, users could end up overbooking holiday. Make sure your Custom Days are updated for the coming year.
Adding a new custom days list
Adding a new custom days date
Need extra support?
You are also able to use the learning centre below which provides bite size videos on how to configure key areas of edays. You will also find best practice and reasons why you may want to configure your system in that way.
If you are struggling with any of the checks or feel the configuration is not correct and require further assistance, please contact the support team via the 'Submit a ticket' option (top right). We're here to help!