How to adjust leave balances for employees?

Make adjustments to employee leave balances to maintain precise records and streamline leave management

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As an owner or admin, you may need to adjust leave balances for employees to ensure accurate records and efficient leave management. Whether it’s correcting errors, granting additional leave, or updating accrued time off, Jibble offers a straightforward process to help you make these adjustments.

Time off balances are only applicable on the Premium and Ultimate plan.

This article covers:

Adjusting leave balances

Owners and admins with permissions to “edit organization settings” will have the ability to make amendments to leave balances. Adjustments can be made individually for each member per time off policy.

Important 💡: Changes made will only affect the current cycle. Once the respective cycles are refreshed, leave balances will be reverted to the originally set entitlements.

  1. Go to Time Off.
  2. Click on Leave Balance.
  3. Select the employee whose leave balance you want to adjust.
  4. You’ll see an overview that includes policy type, carryover leave, entitlements, amendments, taken, and the remaining balance, displayed in either hours or days.
  5. Hover over the leave type and click the pencil icon.
  6. Click the + icon to add leave balances.
  7. Or the – icon to deduct leave balances.
  8. Input a reason for change.
  9. Click on Confirm.

▶️ Go through the steps on your own:

Viewing time off history logs

Time off history logs can be accessed to keep track of past leave requests, approvals, amendments and other important details. Various roles hold distinct permissions for accessing history logs of time off policies. These differentiations are noted below:

  • Owners & Admins: Able to view time off history logs of all members
  • Managers: Able to view time off history logs of members they manage 
  • Members: Able to view time off history logs for themselves
  1. Go to Time Off.
  2. Click on Leave Balance.
  3. Select the employee whose time off history you wish to review.
  4. Hover over the leave policy and click on the clock icon.
  5. Logs show the action date, type, user, and change details, including the affected time off period.

▶️ Step through the process yourself:

Analyzing history logs

Time off history logs presents a chronological record of relevant events or modifications made to the particular type of policy. In this list you will be able to see logs of:

  • Time off requests 
  • Actions performed on time off requests, such as edits, approvals and rejections
  • Any adjustments made to leave balances (by admins and owners only)
  • Any calculations conducted by the system aligned with the leave cycle

Each log entry typically encompasses the following details:

  • Date & Time: Indicates the moment when the change or action was executed
  • Action: Identifies the nature of the action taken in accordance with the time off policy
  • User: Specifies the individual responsible for the change, encompassing both manual adjustments and automated system actions
  • Description: A detailed record of the changes made, including comments, notes, and the time off period.
  • Change: Depicts the total addition or deduction of leave balance made

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