Leave year overview#
For: Manager | Admin You’ll need: Permission to view reports (your manager will know).
Leave year overview is the one-page summary of where everyone stands this leave year — hours contracted and worked, plus the allowance, grant, usage, and balance for each leave type. It’s the report most managers open first when checking leave.
Open the report#
In the sidebar, open Reports → Leave year overview.
What the window is#
The report opens on the current leave year. Shiftavo works that out for you from your company’s leave-year setting — there’s no period to create or close.
In fixed-date mode, everyone shares the same window, and a ‘Leave year’ dropdown at the left of the toolbar lets you switch years. Its options are ISO date ranges (
2026-01-01 – 2026-12-31), newest first, running from the earliest active employee’s leave year through next year — so the selected option is where you read the current window’s dates.In hire-anniversary mode, each person is reported over their own leave year, anchored on today — there is no dropdown.
See How to set up the leave year to change how the leave year is anchored.
Filter the data#
‘Person’ is the only filter on this report.
Click the filter icon in the toolbar and choose ‘Person’.
Tick one or more people and click ‘Apply’. Add no filter at all to see everyone.
The filter shows as a chip below the toolbar: click it to change the selection, its × to remove it, or ‘Clear’ to reset.
Read the rows#
Four KPI tiles sit above the table — ‘People’, ‘Unused leave’ (with a count of people holding half their allowance or more), ‘Negative balances’, and ‘Grant not run’. Below them, each person has a bold header row carrying their name, employment type, contracted and worked hours, then one indented row per leave type. The on-screen columns (the last two are off by default; add them with ‘Manage columns’) are:
Person / Leave
Empl. type
Contracted (h)
Worked (h)
Allowance (h)
Carry-over (h)
Granted (h)
Used (h)
Balance (h)
Expired (h)
Adjustments (h)
Balance = Carry-over + Granted − Used − Expired + Adjustments. The allowance is not part of the formula — it’s the policy’s entitlement for reference, while Granted is what actually landed (grants plus accruals).
Two badges can appear on a row:
‘External’ — the policy’s balance is managed by an external system; the numbers are imported, not computed here.
‘!’ — Granted is below the allowance: the leave-year grant has not run yet for this row.
Note
Leave types tracked as spell or unlimited only appear when there was activity in the window. A sick-leave policy nobody used this year isn’t listed as an empty row — the report shows what happened, not every policy that exists. Balance policies always appear, because their balance is meaningful even at zero.
Worked example#
Ana’s vacation policy grants 200 h. She carried 40 h into 2026 and has booked 96 h so far. Her row reads: Allowance 200.00 · Carry-over 40.00 · Granted 200.00 · Used 96.00 · Balance 144.00 (40 + 200 − 96). If Allowance and Granted disagree, the grant task hasn’t run yet — that’s the ‘!’ badge.
Export#
See Export a report (CSV, XLSX, PDF) for CSV, XLSX, and PDF details. The export uses its own fixed columns: Employee, Employment type, and Leave type as separate fields, the hour columns above, plus a days-equivalent block — Hours per day, Carry-over (d), Granted (d), Used (d), Expired (d), Adjustments (d), Balance (d).
Verify it worked#
Each person appears with a row per leave type, and the ‘Balance (h)’ column equals Carry-over + Granted − Used − Expired + Adjustments for that row.