What's included in this guide?:
You have two options for setting up balances when a new leave year begins:
1. Manually update balances
Download your starting balances CSV from Leave > Tools > Leave Balances.
Use last year's Leave Balance Report to work out any hours or days to carry over, and add them to the CSV.
Upload the updated CSV and click Import Leave Balances.
📝 Important to note: Uploading a CSV replaces employees' existing balances with the values in the file.
See our full guide: Manually Update Leave Balances for a New Leave Year.
2. Automate with Leave Year Resets
Make sure a Leave Year Start Date is set.
Open each leave type that should reset, and tick Reset this leave balance at the start of a new leave year.
Set Max balance rollover from previous leave year to the most that can carry over into the new year.
At the start of each leave year, the employee's new balance is their yearly entitlement for that leave type, plus last year's remaining balance up to your maximum rollover. Anything above the maximum is dropped. If the maximum is 0, nothing carries over.
📝 Important to note:
You don't need to create a new leave type. Turn the reset on for the leave types you already use.
The reset option only appears when leave years are switched on for your account. They're on by default for the UK, Ireland, Spain, Portugal, France and Latin America.
See our full guide: Leave Year Resets (UK).
FAQs
How do I change our leave year?
How do I change our leave year?
Go to Settings → Leave and update the Leave year start date.
Change it on the first day of your new leave year, not part-way through. If you change it mid-year, the current leave year moves to the new dates and balances are recalculated. Any leave taken or accrued before the new start date will no longer count.
The change updates all employees in the background and can take a few minutes. You can’t change it again for 5 minutes.
Can some employees have a different leave year?
Can some employees have a different leave year?
Yes. Go to the employee’s profile → Leave & Unavailability → Leave Configuration, set their Leave Year Start Date and click Submit. This replaces the organisation’s date for that employee, and their balances will be recalculated.
If you later change the organisation’s leave year, employees with their own date won’t be affected.
Can I change a starting balance after the leave year has started?
Can I change a starting balance after the leave year has started?
Yes, using any of these:
One employee: go to their profile → Leave & Unavailability → Leave Balances, click Recalculate next to the leave type, enter the new starting balance and click Recalculate.
Several employees: go to Leave → Leave Balance Report and edit the Starting balance directly in the report.
Everyone at once: upload a CSV, as described above.
Leave accrued and leave taken since the start of the leave year are applied on top of the new starting balance.
Can employees book leave in the next leave year?
Can employees book leave in the next leave year?
Yes. Employees can request leave for dates in the next leave year before it starts. It won’t affect their current balance. When the new leave year begins, balances update with approved leave from the new year.
Should I upload a CSV if I use Leave Year Resets?
Should I upload a CSV if I use Leave Year Resets?
Usually not. If Reset this leave balance at the start of a new leave year is turned on, the new balance is worked out for you. Uploading a CSV replaces employees’ balances with the values in the file, including any rollover. Only upload a CSV if you want to set the balances yourself.