Manage leave balances

A leave balance is the leave an employee has been assigned for one leave type (their entitlement) and what remains after requests use it. Balances always belong to a specific leave type in a specific session year.

View balances

Open the leave type and go to its Assigned Employees list: Set up leave → Leave Types → Configure on a type. Every assigned employee appears with their department, job title, and contact details, along with their remaining Balance and Rollover Balance. Unlimited types show N/A in both.

Filter the list by branch or department, or search by name.

Assign leave to employees

Select Add Employees on the Assigned Employees list, pick the people who should have this leave type, and save.

A type with Auto renewal reassigns everyone automatically in the next session year.
A disabled type cannot be added to new employees.

Adjust balances

Select an employee and use Deduct balance to record a manual deduction. The form shows the leave type and session year, and asks for the number of days and a reason. Deductions appear in the Leave Balance Adjustments Report.

Where unused leave is paid out, it is handled through your usual payroll or balance adjustments.

Use Remove to take the leave type assignment away from an employee entirely, after a confirmation.

How rollover works

Rollover is configured per leave type. When a type allows rollover:

Unused days carry over up to the type’s maximum leave accrual cap.
Rolled-over days must be used by the configured month.
Used and remaining rollover days are tracked separately from the main balance, and both appear in the leave reports.