Batch Leave History Adjustment & Batch Delete Leave

The Batch tools under the Leave module provide HR teams with flexible options to adjust or delete employee leave records in bulk. This article covers two specific processes:

1. Batch Leave History: Used to insert leave records for employees, as if the leave was applied and approved.
2. Batch Delete Leave: Used to delete approved leave or time off records within a selected date range.

a) Batch Leave History 

Used to adjust leave records as if the employee applied for leave.

Useful when:

• Employees were put on forced leave (e.g. during MCO)

• You need to record backdated Emergency Leave (EL)

• Leave was approved offline and needs to be reflected in the system

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 Replacement Leave. 

Click on Leave History tab.

Step 3

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

Next, set the period by specifying the start and end date. Add a Reason and Remarks 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.

b) Batch Delete Leave

This process allows Admins to delete leave or time off records in bulk, based on a selected attendance period. It is particularly useful for correcting mistakes or managing exceptional scenarios.

Once the leave or time off records are deleted:

• The records will be removed from the employee’s leave history

• The corresponding leave balance will be restored to the employee

Step 1

From the left menu go to Leave (a) > Batch (b) > Batch Delete Leave (c).

Step 2

In the General Tab, 

i) Define Attendance Period
Choose the date range during which you want to delete leave records.

Records will be deleted if:

• The start date falls within the selected period, or

• The end date falls within the selected period, or

• The leave spans across the selected period (start date is before, and end date is after)

Only approved leave or time off records will be deleted. Requests that are still pending approval will not be affected.

ii) Select Type to Delete

• Choose to delete either Leave or Time Off records.

• Use the side-by-side lists to include or exclude specific leave/time off types:

  • Tick items in the Exclude box, then click the arrow button to move them to the Include box (and vice versa).

Click Continue to proceed.

Step 3

You can select All available Users or manually choose specific teams or ones, depending on your needs.

Once finalized, click the Process button.

Step 4

After processing, the screen will display the status for each selected employee.

If the status states "No leave found", it means there are no approved leave records within the selected period. You may revise the attendance period in Step 2 and run the process again if needed.