As an HR Admin, you can adjust an employee's time-off balance at any time. This includes editing the actual balance, the carryover balance, and the carryover expiration date — on a per-employee basis, without changing the policy settings for everyone. To do that:
- Go to the Time Off tab within the employee profile.
- Open the contextual menu for the relevant time-off type and select Edit balance.
- Adjust the Balance using the ➕ or ➖ buttons, or type in the exact amount the employee should be allocated. The Balance field shows only the actual balance; carryover is no longer included in it.
- If the employee has a carryover balance, a Carryover Balance field will also appear. Use the ➕ or ➖ buttons to adjust it, or type in the amount directly.
- If the employee has a carryover balance, set the Expiration date using the date picker. You can select a custom date or choose Follow policy settings to keep the default. Note that the expiration date cannot be set earlier than tomorrow or later than the renewal date of the current cycle (based on the employee's start date or the calendar date, depending on the policy). If the carryover balance is 0 — whether because it has expired, the policy has no carryover, or it was explicitly set to 0 — the expiration field is hidden.
- As an optional step, you can add a note with the reason for the change or any other useful information. Notes are only visible in reports.
- Select Save to apply the changes.
The carryover section displays differently depending on the employee's situation:
- Employee has carryover and expiration follows the policy: the expiration date field shows Follow policy settings selected
- Employee has carryover with a custom expiration date: the expiration date field shows the specific custom date selected
- Employee has 0 carryover (expired, policy has no carryover, or explicitly set to 0): the expiration date field is not shown
- Editing time-off balance is not available to Employees and Line Managers.
- This feature is mobile-compatible and works for any non-unlimited time-off policy.
- All changes apply to the current cycle only and do not persist after renewal. Every adjustment — balance, carryover balance, and carryover expiration date — is recorded in the employee's time off history.
💡 You can assign policies to employees and update their balances in bulk via a CSV file.