How to Adjust Leave Entitlement or History Using Batch Leave and Import Tool

This feature allows admins to manually insert leave records or adjust leave entitlements in bulk. It's useful for handling special or one-off situations outside of the usual leave policies.

You have two options to perform these adjustments:

1. Batch Leave - make direct adjustments in Leave module.
   Commonly used when the company enforces forced leave, or needs to top up, deduct, or correct leave entitlements for specific groups of employees.
2. Import Leave - upload a file in Utility using Excel template.
   Useful during onboarding, especially when importing leave balances or history from another system.

These features streamline bulk leave actions, so you don’t have to update each employee’s record manually.

1. Batch Leave

There are two ways to adjust leave using Batch Leave:

• Leave Entitlement - to top up, deduct, or correct leave balances. (e.g. reward extra leave, fix balance errors, adjust carry forward)
• Leave History - to insert leave records as if the employee applied. (e.g. forced leave during MCO, backdated EL, offline approvals)

Follow the step-by-step guide below to perform a Batch Leave Adjustment.

Step 1

On left sidebar, go to Leave (a) > Batch (b) > Batch Leave (c)

Step 2

You’ll now be in the Batch Leave page.

On the left-hand column, start by selecting the Leave or Time Off types you’d like to adjust. In this demo, we’ll be working with Leave Types (a).

Then, decide what kind of adjustment you need to make. Choose:

• Leave Entitlement (b) if you want to increase or reduce leave balances.
• Leave History (c) if you want to manually insert a leave record (e.g. for unplanned or backdated leave entries).

Once you’ve made your selection, click on New Entry (d) to proceed.

Step 3A (If Leave Entitlement is selected)

Select the Leave (a) that you want to adjust, then choose the relevant Entitlement Year (b).

Enter Adjustment Amount (c) — whether you’re adding or reducing leave. Key in the amount in the field next to it.

You may also add a Remark (d) as a reference. This helps provide context when reviewing the adjustment history later.

Once everything is filled in, click Next to proceed.

Step 3B (If Leave History is selected)

Start by selecting the Leave Type (a) you want to adjust. Choose whether this should be marked as a Normal or Unplanned leave record.

Next, set the Leave Period (b) by specifying the start and end date. Add a Reason (c) and Remarks (d) to provide context for the batch adjustment record.

Once everything looks good, click Next to move to the next step.

Step 4

You’ll now be brought to the selection criteria section.

Here, select which employees the adjustment will apply to based on your preferred filters (e.g. company, department, employment type, location).

Once you are done with this criteria selection, click Next to continue

Step 5

You’ll see a summary list of selected employees.

• You can make ad-hoc changes in "Your Selection" (a) tab to exclude specific employees.
• Or click "Additional selection" (b) tab to add more employees manually if needed.

Once everything is confirmed, click Submit to apply the adjustment.

Reminder: Double-check your selections before submitting. Changes will immediately take effect on employees in the system.

2. Import Leave

All you need to do is fill in the system's Excel template and upload it. This tool is helpful for updating larger datasets in a fast and efficient way.

Step 1

On the left side menu, go to Utility (a) > Import Tool (b).

Step 2

Choose Leave and then, click Next in the top right corner of the page.

Step 3

Choose Leave Adjustment and then, click Next in the top right corner of the page.

Step 4

Click "Download all templates" to get the Excel file format.

Fill in the required details in the template. Once ready, upload the file by clicking the upwards arrow button.

Tip: You can click the "How to Import" button for a detailed guide on how to fill in the file correctly.

Once uploaded, click Next to proceed.

Step 5 

You’ll see the Import Status screen, showing your file’s progress. Click Done — the import will continue running in the background.

You’ll be redirected back to the main Import Tool screen.

Click View Import Log to check your upload history.

You'll see three tabs:

• In Progress: imports currently running in the background
• Completed: Successfully uploaded files
• Failed: Files with errors (you can download the error log to fix and reupload)

We hope this explanation clarifies the matter. If you require additional assistance, do not hesitate to contact our support team.