Leave Reports and Year-End Management

8 minutes

Tutorial 6.4: Leave Reports and Year-End Management

Introduction

The Leave Report provides a team-wide view of leave allowances and usage. This tutorial covers accessing leave reports, understanding the summary data, and how year-end carryover is handled automatically based on your salon's settings.

Who this is for: Owner, Admin, Manager What you'll learn:

Access and interpret the Leave Report
View team-wide allowance summaries
Export leave data for payroll or records
Understand how year-end carryover works automatically

Time to complete: 8 minutes

Prerequisites

Logged in as Owner, Admin, or Manager
Staff members with leave data to report on
Complete Tutorial 6.1 (Understanding Staff Leave Allowances)

Step-by-Step Instructions

Step 1: Access the Leave Report

Click Reports in the sidebar
Under Staff Reports, click Leave Report
The Leave Report page opens

Step 2: Filter by Year

The report defaults to the current year. To view a different year:

Use the Year dropdown at the top
Select the desired year
The report updates to show data for that year

Step 3: Review Summary Cards

At the top of the report, four summary cards display:

Card	Description
Total Staff	Number of staff members included in the report
Total Days Taken	Combined approved leave days across all staff (for types that deduct from allowance)
Avg per Staff	Average days taken per staff member
Pending Requests	Number of pending leave requests awaiting approval

Note: If "Pending Requests" shows a number greater than 0, there are requests waiting for manager review.

Step 4: Review the Staff Leave Table

The main table shows leave data for each staff member:

Column	Description
Staff Member	Name (links to staff profile)
Role	Staff role badge
Allowance	Total allowance for the year (Base + Carried Over)
Used	Days taken from approved leave requests
Pending	Days from pending requests
Remaining	Allowance - Used - Pending

The table also includes columns for each leave type that deducts from allowance (typically just Holiday), showing how many days of that type each staff member has taken.

Colour coding for Remaining:

Green: Healthy balance (more than 25% remaining)
Amber: Low balance (10-25% remaining)
Red: Very low balance (less than 10% remaining)

Step 5: Review Leave Types Legend

At the bottom of the page, a legend shows all leave types with their colours and whether they deduct from allowance:

Leave types marked "(deducts)" reduce the staff member's allowance when approved
Leave types without this marker are tracked separately (e.g., Sick, Unpaid)

Step 6: Export Leave Data

To export the report data:

Click Export in the report header
Select Export as CSV from the dropdown menu
The download starts automatically
Open the file in Excel or your preferred spreadsheet application

Note: The Export dropdown also shows a PDF option, but this is not currently available for the Leave Report. Use CSV for exporting leave data.

The export includes:

Staff name and role
Allowance, used, pending, and remaining columns
Days taken by each leave type that deducts from allowance

Use cases for export:

Payroll processing (verify leave balances)
HR records (archive annual data)
Management reporting (share with owners)

Understanding Year-End Carryover

How Carryover Works

Carryover is handled automatically based on your salon's leave settings (configured in Edit Salon → Staff Settings → Leave tab):

Carryover Policy options:

Policy	Behaviour
No carryover	Unused days are lost at year end
Full carryover	All unused days roll over to the next year
Capped carryover	Up to a maximum number of days roll over

When a staff member first views their leave page or requests leave in the new year, the system:

Checks the previous year's remaining balance
Applies the carryover policy to calculate carried days
Creates a new allowance record for the current year with the carried amount

Checking Carryover

To see carried over amounts:

Navigate to Leave in the sidebar
Look at the Your Leave Allowance card
The Carried Over field shows days brought forward from the previous year

In the Leave Report:

The Allowance column shows the total (Base + Carried Over)
To see the breakdown, click through to the individual staff member's leave page

Preparing for Year End

Before the leave year ends:

Run the Leave Report for the current year
Export the data for your records
Review pending requests and approve or reject them
Communicate carryover rules to staff so they know what to expect

Example communication: "Our leave year ends on December 31st. Unused holiday allowance is subject to our carryover policy (maximum 5 days). Please use your remaining days or they may be forfeited."

Common Pitfalls

"Staff member shows 0 allowance in the report"

If no leave has been requested or viewed for that year, the allowance record may not exist yet. The record is created when the staff member first accesses their leave page for the year.

"Carryover didn't apply correctly"

Carryover is calculated when the new year's allowance record is created. If the previous year's remaining balance was incorrect, the carryover will be incorrect. Check the previous year's data using the Year filter.

"The report doesn't show all leave types"

The table columns only show leave types that deduct from allowance (typically Holiday). Other types (Sick, Unpaid, etc.) are tracked in leave requests but don't appear as separate columns in the summary table.

"Total Days Taken seems too low"

Only approved leave for types that deduct from allowance is counted. Pending requests and non-deducting leave types aren't included in this total.

Tips and Best Practices

Review monthly - Run the Leave Report at the start of each month to monitor team usage patterns
Export before year end - Archive the year's leave data before the new year starts
Identify high balances early - Staff with high remaining balances in October/November should be encouraged to book leave
Check pending requests - If the summary shows pending requests, review and process them promptly
Use for annual reviews - The Leave Report provides useful context for staff performance discussions

Frequently Asked Questions

Can I see historical leave data?

Yes. Use the Year filter to view any previous year's data. Historical leave requests are preserved even after year-end.

Is there a manual year-end rollover button?

No. Carryover is calculated automatically when staff first access leave for the new year. There's no manual rollover process required.

Can I change carryover amounts after they're calculated?

The system calculates carryover based on settings and previous balance. To adjust an individual's allowance, you would need to modify their allowance override in their staff profile.

What happens to pending requests at year end?

Pending requests remain pending. They count against the year they fall in based on the leave dates, not when they were submitted.

Can I generate reports for a date range rather than a full year?

The Leave Report shows annual data by year. For more granular analysis, export the data and filter in Excel.

Do all leave types appear in the report?

Only leave types that deduct from allowance appear as columns. All types are visible in the Leave Types legend at the bottom.

How often is the report data updated?

The report shows real-time data. Any approved leave requests are immediately reflected in the totals.

Last Updated: January 2026