If you are already using Planday’s absence module, and you want to switch to using the new Accrued absence accounts, you have the following options:
Make the transition when the new holiday year begins: recommended by Planday. You will only have to transfer requests already made for the coming year.
Make the transition sometime during the holiday year: you may have to adjust the current balance for each employee individually and transfer requests between the cut-off date and the end of the holiday year (possibly also the next year)
Follow the step-by-step guide below, to transition from your current/old absence accounts to the new accrued absence accounts.
Settings in the old account type:
Under Settings > Absence, Overtime, Vacation > Account types > Edit account type, you will need to remove “create automatic” and “renew automatic” from the current/old absence accounts.
This means that no more accounts are created for this account type and that any unused accounts are automatically deleted.
Create a new account type with the decided terms and policies
Create new accounts for your employees, with the chosen start date and correct start balance for your employees.
Set the start date of the accounts to the desired transit date.
If the account starts in the middle of a vacation year, then you have to remember to input used absence on their accounts, to ensure the absence days used already get deducted from the balance.
From Schedule > Absence requests > Export, export the pending and approved absence requests from the transit date and beyond, from the old absence account.
Deny those absence requests and afterward create a new request for the same period and employee on the new accounts
option to let the employee know that their requests are not getting denied, but rather moved to the new account (a comment can be added when a request is denied).
Invalidate the old accounts
If the transit date is in the middle of a vacation year, you need to change the end date of the old accounts to the transit date (the date where the new accounts start). This can be done from Schedule > Absence accounts > Edit accounts > change the end date.
When the above steps are done, you and your employees are ready to start using the new Accrued absence accounts.