Setting a new time off balance means you're inputting a new number to overwrite the employee's current balance. Let's look at an example:
You are just migrating to Grove HR. You have set up time off types, but because employees didn't submit requests on Grove HR before, you don't have historical data and need to update their time off balances to correspond to the report you have offsite:
The total entitlement for Sick Leave is 30 days per year.
Mary's balance is currently 7.5 days
John's balance is 3 days
So instead of you having to manually calculate how many days you need to add or remove days from their balance to achieve these numbers, which take time and are prone to mistakes, the Set new balance feature can help you do that in seconds.
You can also mass adjust employee balance.
Before starting, make sure your time off types are already set up in advance.
Click the Plus icon > Import > select Time Off
Select Set new balance and download the Template
Open the file and read the Introduction sheet carefully
Move to the Template sheet and fill in the required columns before saving
📌 Note:
In the Employee Email and Time Off Type fields, enter the exact values (including upper and lower case letters) as they appear in the Grove HR system
In the New Balance field, only enter integers with a negative decimal up to three digits. For example, 2.333 days
Upload file and click Next
Map the name of the fields on Grove with the corresponding headers in the uploaded file. Headers that match exactly with the field name will be mapped automatically
Click Preview when all fields and headers have been mapped
Review the results (see the number of records to be created, check for duplications, skipped records, unmapped fields,...etc.) and then click Import
Click OK when finishing.
Now, you can go back and check the balance (Sick Leave Unpaid)
Employee's Balance History will record the changes and Employee Time Off Balance will be updated accordingly
