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Calendar year change information

Who this guide is for

System administrators responsible for updating organisational leave year configurations.


Overview

This guide explains how to use the Leave Year Change Wizard to update leave year settings across your organisation, including handling entitlement calculations and user impacts.


How the Leave Year Change Wizard Works

The wizard allows bulk updates to leave year configurations, affecting how leave entitlements are calculated and applied. You can:

  • Change fixed or variable leave year dates
  • Manage entitlement adjustments during transitions
  • Control how existing leave bookings are handled


How to Set Up Leave Year Changes

  1. Access the Wizard
    • Navigate to Admin tools > Admin panel > Global > Global Settings
    • Within Format Settings, select Change Leave Year
  2. Configure Year Change Details
    • Review affected user count (shown at top)
    • Set new leave year day and month using dropdowns
  3. Select Year Change Settings
    • Choose between Fixed or Variable date:
      • Fixed: Same date for all users (e.g., 1 January)
      • Variable: Different dates per user (based on employment start/birthdates)
    • Select affected Entitlement pots
    • Set Rounding policy for entitlement adjustments
    • Choose whether to Force overridden users to use new calendar
  4. Review Year Change Description
    • System explains how the change will affect:
      • Entitlement calculations
      • Existing bookings
      • Carry-over rules
  5. Finalise Changes
    • Check "I do not want the system to make changes to entitlements or carry over" if needed
    • Confirm changes


Additional Information


Key Terminology

  • Entitlement pots: Leave categories affected by the change
  • Fixed date: Uniform leave year for all users
  • Variable date: Individual leave years based on personal dates
  • Carry over: Unused leave moving between years

Permissions & Prerequisites

  • Requires System Admin role
  • Backup current absence and entitlement information before making changes

Best Practices

  • Use the search function to quickly locate the wizard
  • Communicate changes to users in advance
  • Test with a small user group first when possible
  • Document your configuration choices

Important Reminders

  • Changes affect all selected users immediately
  • Variable dates only apply to existing users – new users won’t inherit them
  • Carefully review the system’s explanation of how entitlements will be adjusted


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