Update Leave Balances in Bulk

The Update Leave Type Balances feature allows Administrators (and Managers with the right permissions) to modify leave balances for multiple employees at once. This is especially useful when adjusting balances due to policy changes, correcting errors, or setting up balances for specific time periods.

Jump to:

• Navigation
• Important Notes
• Step 1: Choose Leave Type and People
• Step 2: Select an Update Method
• Step 3: Review and Confirm
• Results and Verification
• Summary

Navigation

To access this feature:

1. Go to Company → Advanced.
2. Click Bulk Changes.
3. Select Update Leave Type Balances.
   

Important Notes

• The Date field cannot be changed and will remain grayed out. All updates are applied as of today’s date. Bulk Changes can’t be backdated or future-dated.
• Inactive Leave Types appear grayed out in the list and cannot be selected.
• You can choose to apply changes to All People (active and inactive), Active People, or Specific People. If Divisions are enabled, you may also select everyone in a Division.

Step 1: Choose Leave Type and People

• Select the Leave Type you wish to update.
  
• Choose who should be updated:
  • All People (active and inactive)
  • Active People (currently active users)
  • Specific People (individually selected employees or by Division, if enabled)
    

Inactive Leave Types are shown but grayed out to indicate they cannot be modified.

Step 2: Select an Update Method

Add

Use Add to increase balances by a specified number of hours. Example: granting an additional 8 hours of Vacation to a Division.

Steps:

1. Select the Leave Type and people to update.
2. Choose Add and enter the number of hours.
3. Optionally, add a note (visible in Balance History). Select Next.
4. Review and click Finish.
5. Confirm the update (cannot be undone). Individual adjustments can still be made later.

Subtract

Use Subtract to decrease balances. Example: removing 8 hours of Vacation if extra time was added incorrectly.

Steps:

1. Select the Leave Type and people to update.
2. Choose Subtract and enter the number of hours.
3. Optionally, add a note. Select Next.
4. Review and click Finish.
5. Confirm the change.

Set To

Use Set To when you need to overwrite balances with a specific value. Example: setting all employees’ Personal Time balances to 16 hours as of July 1.

Steps:

1. Select the Leave Type and people to update.
2. Choose Set To and enter the balance.
3. Add an optional note. Select Next.
4. Review and click Finish.
5. Confirm the change.

Note: Unlike Add or Subtract, Set To ignores previous balances and replaces them with the new value.

Step 3: Review and Confirm

• The review page shows which employees will be affected.
• Confirm changes by clicking Finish.
• A pop-up will warn that changes cannot be undone. However, you can still make adjustments later from the Balance History page for each employee.
  

Results and Verification

• A success message will display once the update is applied.
• You can verify changes using:
  • Balance History page for individuals.
  • Time Off Reports for groups.
• If needed, changes can be deleted individually from the Balance History page using the trashcan icon.

Summary

The Update Leave Type Balances tool allows administrators to adjust multiple employees’ balances at once by adding, subtracting, or setting hours. This feature is efficient for correcting errors, applying policy changes, or assigning lump-sum balances. Changes are always applied as of today’s date, and while bulk updates cannot be undone, individual adjustments can be made later if necessary. Always review your selections carefully before confirming.