How to set up the leave year

How to set up the leave year#

For: Admin You’ll need: A role that covers the whole company and may edit company settings — Owner and Admin can.

You’ll choose how Shiftavo groups leave entitlements over time — the leave year. Shiftavo works out which leave year a date falls in automatically; you don’t create or close periods by hand. Each year, a nightly job grants the new entitlement and carries the leftover balance forward on its own.

Open the company settings#

  1. Open the account menu (top-right) and click ‘Settings’.

  2. In the right column, find the ‘Leave’ section.

Choose the leave year mode#

  1. Open the ‘Leave year mode’ dropdown.

  2. Choose:

    • ‘Fixed date’ — everyone’s leave year runs from the same anchor day and month (set below). Pick this for a calendar year (1 January) or a fiscal year (e.g. 1 April).

    • ‘Hire anniversary’ — each person’s leave year runs from their own hire date, so it resets on their work anniversary.

(Fixed date only) Set the anchor#

When the mode is ‘Fixed date’, two fields set where the year starts:

  1. ‘Leave year start month’ — the month (1–12) the year begins. January is 1.

  2. ‘Leave year start day’ — the day of the month (1–31) it begins.

For a standard calendar year, leave both at 1. For a fiscal year starting 1 April, set month 4, day 1.

Warning

Choose the leave year before anyone has leave on record. Once the leave ledger holds any entry — a grant, an accrual, or a booking — ‘Leave year mode’, ‘Leave year start month’, and ‘Leave year start day’ can’t change: they show read-only under ‘The leave year can’t be changed once leave has been granted or booked.’ The rest of the page still saves.

On a new company, the Owner picks the leave year in the company setup, before the first leave is granted — see How to complete the company setup.

In ‘Hire anniversary’ mode the anchor fields don’t apply.

Save#

Click ‘Save’.

Verify it worked#

Open a person and look at their leave balances. The leave-year window should match what you picked — the same anchor for everyone in fixed-date mode, or each person’s own hire anniversary in anniversary mode.