Before reading this article, make sure to read our introduction on the topic, and follow all the steps outlined in it. 

The steps below are only relevant if you've chosen to move past time off balances and current and future time off periods. If you're not sure this is the right option for you, check our comparison tables before you continue.

Create two accrual policies

You must create two accrual policies: one to import the time off balances to, and another one for the current and upcoming years. Follow these steps:

1. Create a new accrual policy for the new time off type.
2. Under General settings > Country-specific rules, choose the Netherlands template. This is the only way to set up two different types of entitlements.
3. Choose a name for the two entitlement groups available. You must set up the statutory entitlement as the first one of the two, and set both to zero.
4. Disable carryover rules.
5. Set up the rest of the settings and create the accrual policy.
6. Assign the accrual policy to your employees, and apply it from the hire date.
7. Duplicate this accrual policy and:
   • Don’t change the country-specific rules.
   • Set the desired amount for each entitlement group.
   • Enable carryover rules as needed.
8. Assign the accrual policy to your employees and apply it from the start of the current holiday year.

Remove access rights

Removing access rights prevents accidental edits and time off requests from your employees. Follow these steps:

1. Go to Settings > People > Employee roles.
2. Click Access rights, and remove propose and edit rights from each of the legacy time off types you’re recreating. Keep view rights.
3. Review and save the changes.
4. Repeat steps three and four for all your employee roles, listed on the left.

Move existing time off data

Move current and future time off periods

Follow the steps below once for all the daily time off types you’re recreating. If you're using hourly time off instead, you'll need our help with the move: reach out to our Growth Team.

1. Go to Reports > Create Report, and choose the classic builder.
2. Choose the following settings:
   • Type of report: Timeframe
   • Date: Custom dates, from 1 January of the current year to two years in the future.
   • Table columns: First name, last name, email, and the name of all the time off types you’re recreating. For example: Paid vacation - Statutory - Periods, Paid vacation - Non-statutory 2019 - Periods, Paid vacation - Non-statutory 2020 - Periods, and so on.
3. Create the report, then click Export.

To import this data back:

1. Go to Imports and choose Time off from the dropdown menu.
2. Download the template and fill it out using the data exported.
3. Upload your file and follow the instructions on the screen.

Move past time off balances

Follow the steps below once for all the daily time off types you’re recreating. You don't need to export and import the current balance, only past ones. If you're using hourly time off instead, you'll need our help with the move: reach out to our Growth Team.

1. Go to Reports > Create Report, and choose the classic builder.
2. Choose the following settings:
   • Type of report: Point in time
   • Date: 31 December of last year
   • Table columns: First name, last name, email address, and all the relevant [Time off name] - Balance (days). For example: Paid vacation - Statutory - Balance (days), Paid vacation - Non-statutory 2019 - Balance (days), Paid vacation - Non-statutory 2020 - Balance (days), and so on.
3. Create the report, then click Export.

To import the balances, use a single import file, and fill it out one year at a time. If the import file contains more than 2000 rows, split it up and import each separately. Follow these steps:

1. Download the advanced time off balance import template from this article's sidebar, on the right.
2. Add the data from the export above to the template:
   • Email address: Copy and paste the whole column from your export file.
   • Time off type: Type the newly created time off you want to move the balance to.
   • Adjustment type: Expiring
   • Entitlement group: Statutory or non-statutory. Type exactly as set up in the new time off type.
   • Adjustment value: Copy and paste the balance from your export file.
   • Adjustment date: First day of the holiday year exported. For example: for the balance of 2019, 01.01.2019
   • Expiration date: For statutory entitlement, choose 30.06.2024. For non-statutory entitlements, choose 31st December, five years after the holiday year the carryover refers to. For example: for the balance of the non-statutory entitlement of 2019, the expiration date is 31.12.2024.
3. Repeat step two for each of the years you’re importing.
4. Go to Imports and choose Time off Balances from the dropdown menu.
5. Upload your file and follow the instructions on the screen.

The import file should look something like this:

Compare time off balances

1. Go to Reports > Create Report, and choose the classic builder.
2. Choose the following settings:
   • Type of report: Point in time
   • Date: Today
   • Table columns: First name, last name, email address, new and legacy time off types. For example: Paid vacation - Statutory - Balance (days), Paid vacation - Non-statutory - Balance (days), Paid vacation - Balance (days).
3. Create the report, then click Export.

The sum of the balance of the legacy time off types must equal the balance of the new time off type. If not, review both balances in detail to find the reason why they are different. If you need help, reach out to us.

Final steps

You can now share the new time off types with your employees, and create any approval workflow needed. Follow these steps:

1. Set up the necessary Time off Calendar access rights for the new time off.
2. If needed, set up a default approval workflow for the new time off.
3. Go to Settings > People > Employee roles.
4. Click Access rights, and give propose or edit rights to each of the new time off types you’ve created.
5. Review and save the changes.
6. Repeat steps two and three for all your employee roles, listed on the left.
7. From this moment on, employees can request time off using the new time off types.

I need support

If you need support with the process, use our in-product Help area. For specific questions, reach out to our Customer Support Team. For more in-depth support, reach out to our Growth Team. 

FAQ

I don’t see all of my expiring entitlements in my employees’ balance summary.
The balance summary only lists expiration dates for the current holiday year. You can still see your total expiring entitlement balance in the Carryover from previous years row.

Do I need to create the new time off types and move all my data to them?
While it is not necessary to do so, we strongly recommend it. Creating the new time off makes time off management in your company easier going forward. If you don't want to make the switch, you can create new time off types for the current or upcoming years, and use the legacy time off types until their entitlements run out. This, however, requires you and your employees to switch between different time off types for several years.