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
- Access the Wizard
- Navigate to Admin tools > Admin panel > Global > Global Settings
- Within Format Settings, select Change Leave Year
- Configure Year Change Details
- Review affected user count (shown at top)
- Set new leave year day and month using dropdowns
- 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
- Choose between Fixed or Variable date:
- Review Year Change Description
- System explains how the change will affect:
- Entitlement calculations
- Existing bookings
- Carry-over rules
- System explains how the change will affect:
- 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