Who this guide is for:
System administrators – Requires 'System Admin' role, Records access (Carry Over Records).
Re-run action additionally requires Access all records permission.
Overview
Re-run the Carry Over process when the annual rollover skips users due to pending absences from the previous leave year. This guide explains why skips occur, what the banner means, and how to resolve and re-run carryover.
How Carry Over Rollover Works
The yearly rollover moves unused entitlement into the new leave year. If pending absences exist for last year, affected users are skipped to avoid incorrect balances. A banner appears in Admin
Dashboard and Records > Carry Over Records giving eligible admins tools to:
- Auto-authorise last year’s pending absence records (only for absence types that affect entitlement carryover).
- Re-run carryover for the skipped users (only the most recent failed rollover can be re-run).
How to Set Up and Re-Run Carry Over
- Go to Admin tools > Admin panel > Records > Carry Over Records (or open from the banner on the Admin Dashboard).
- Look for the banner: “There was an issue during the rollover process – carryover was skipped for X users.”
Follow the path that matches your permissions:
a) You have Access all records
- Click Resolve carryover issues on the banner.
- In the modal, review the message that last year’s pending absences will be automatically authorised (only where they affect entitlement). This action cannot be undone.
- Click Re-run carryover. The system authorises those records and re-processes only the most recent rollover.
b) You are a Boosted User without Access all records
- Go to Admin tools > Users > find your user > Edit > Roles tab.
- Enable Access all records and Save User.
- Return to Carry Over Records and complete steps in section a).
c) You do not have Boosted User or Access all records
- The banner will advise: only users with Access all records can re-run carryover.
- Contact an escalated admin to perform the re-run.
Additional Information
Email notifications:
- Pre-rollover and Rollover failed emails go to System owners and users with Access all records; if neither exist, they go to Standard Administrators. Emails clarify that only Access all records users can re-run.
- Key terms:
- Carry over: Move unused entitlement into the new year.
- Pending absence: Awaiting approval.
- Access all records: Elevated permission to view all records and re-run carryover.
- Warnings:
- The modal action auto-authorises last year’s pending absences that impact entitlement; this cannot be undone.
- Only the latest failed rollover can be re-run.
- Best practices: Keep approvals up to date year-round; if unsure about granting yourself permissions, confirm with HR/System Owner.
Tip: Use the search function within the platform to quickly find features or settings.