Contents of this article is applicable to the following users
Tier: All
Platform: Web
Access Level: Owner
Edit your staff's leave balance in StaffAny app instead of doing it manually on spreadsheets. The balance will be auto adjusted according to the number of approved leaves your staff has.
If you are doing a leave migration and setting up leaves in StaffAny, we recommend the following steps to ensure you have accurate leave balance from pro-ration and migration. Do also ensure that the updated balance is correct as of the target implementation date.
E.g. You intend to start live rollout of tracking leaves on StaffAny on 1 Apr.
We recommend you to calculate the balance as of 31 Mar, then actually update the leave balance on 31 Mar. Hence, you can do a live roll-out on 1 Apr!
Preparation
Before updating the leave balance, please complete the following steps first:
Ensure that the Join Dates for all staff eligible for leaves are filled in and accurate. This is important because the leave engine calculates balances based on your join date
2) Set Up Leave Types
Set-up by creating/editing leave types based on the following:
Guides for country-specific Leave Types
This allows you to control who can approve leave applications in your organisation
4) Update leave balance (see this guide)
Update balances to ensure they are correct before tracking leaves on StaffAny!
This guide covers the following:
Update Leave Balance Individually
In Web app, go to My Team > Select a staff.
Click on Leaves card.
OR
In Off and Leave, click on View Full History and Details > Click on edit icon.
Edit Leave Settings.
You will be able to edit the following details:
Rollover and the entitlement of a leave type
You can edit the Rollover Balance (balance brought forward from last period) and Balance For This Period.
Note: ∞ means that there are unlimited balances for this leave type, as set-up in Settings > Off and Leave.
Note: When editing, Rollover Balances cannot be negative. Rollover Balances can no longer be edited after their expiry date.
You are able to know the Total Balance for each leave type.
Hover over the eye icon. You are to able to know the details of the entitled leaves.
E.g. how many leaves will be forfeited, how many leaves will be carried forward and their dates.
Add/remove leave types
To add leave types,
Click in the box > Search and click on the leave type that you want to allocate to the staff.
To remove leave types,
Click on X icon beside the leave type.
Add in default leave hours
You can add in default leave hours so that it will help you automatically fill the staff’s leave hours on Leave Applications, Schedule and Timesheet.
What leave costs count towards
You can allocate the section the leave costs of the staff count towards.
Add notes
You can add notes for the staff.
E.g. 'Special leaves policy for Felicia'
4. After finish editing the leave settings for the staff, click on Save.
Mass Update Leave Balance
Instead of editing the staff leave balance individually, you can download the CSV file template to mass edit and update.
In Web app, go to Settings > Off and Leave > Click on Mass Update.
Click on Download.
Open and input new leave balance in the CSV file > Upload the edited CSV file > Click Submit.
Selective Mass Edit
If you want to edit a specific data and wants to avoid accidental edit of other columns, you can remove the columns of uncessecary data and upload the data that you want instead!
For example, you want to edit only the "Annual Leave Normal" leave type for all of the staff. You can safely delete all the columns except those columns that you want to edit.
Take note that these columns are REQUIRED so that the mass edit can be successful, DO NOT exclude/delete it:
Employee ID
First Name
Last Name
Phone Number
Default Leave Hours
Leave Notes
Should I add balances to Rollover or Entitlement?
Rollover balances are balances that were carried forward from the previous period, while entitlement balances are fresh balances earned for this period.
Example
Assuming leave set up is by calendar year and there is leave rollover, and the annual leave entitlement is 14 days.
On 1 Jan 2022,
2022's entitlement of 14 days will be credited as entitlement balances
Any unused leaves as of 31 December 2021 will be carried forward into 2022 as rollover balances if carry forward settings are enabled for the leave type
Any remaining rollover balance as of 31 December 2021 will be forfeited on 1 Jan 2022, because we do not allow leaves to be carried forward for more than 1 period.
Hence, if you want to add balances in 2021 that will carry forward to 2022, add the balances to 2021's Balances For This Period.
How about leaves that having period crosses over to next period/year? (e.g Maternity/Paternity leaves?
Since Paternity/Maternity leaves are considered as regular leave at the moment. Their balance will not be accurate due to balance reset at the ending of the period.
So what we recommend here is to adjust the balance manually so that the staff will have accurate balance once the period has crosses over.
Click on the following articles to learn more about our Leave Management System.