This guide is for Admin users, HR users & line managers
If you need to change your team member's holiday allowance from days to hours (or hours to days) within Breathe, there are a few steps you need to take.
If you're looking to update your team members' holiday allowances within Breathe and encounter issues with the new allowance not appearing in the drop-down menu, it could be that the new allowance is in the wrong format (e.g. hours, or days) or the allowance hasn't been activated.
As you can only assign employees a new holiday allowance in the format their holiday is already in (e.g. hours, or days), in this guide, we'll walk you through what you need to do.
Included in this guide:
Please note: Step 3 in this guide (the data purge) can only be actioned by the Admin user on your Breathe account.
Step 1: Create the new holiday allowance
Firstly, you'll need to create a new holiday allowance for your employee.
You can do this by navigating to Configure > Settings > Absence settings > Holiday Allowances > Add New
Step 2: Record existing holiday data
To do this, click on the employee's profile > Leave tab.
Take a screenshot or make a note of the person's requested, booked, taken holidays, and any adjustments.
Please note: Remember to include data for all years as this data will need to be manually added back in.
Step 3: Purge the user's data (Admin user only)
To change the employee's holiday from days to hours, their existing holiday will need to be removed to make this switch.
But we don't want you to lose your data, so in this step, we advise that it's important to make a record of the data you're removing.
Purging data means permanently deleting data from a user's profile, such as holiday records. This step can only be performed by an Admin user. This action removes all data related to holidays, past and present.
Purged data is non-recoverable, so please ensure all necessary data is recorded.
To complete a data purge, the Breathe Admin user will need to head to: People > Data > Purge > Data Purge
Can't see the purge screen? This may be because you're not the Admin user of your account.
Please note: If you are a client of a Breathe Partner, your Partner contact will be your listed admin user.
For more information on purging data, check out the guide below:
Step 4: Select user and data to delete
Breathe will ask you if you are sure you wish to proceed with the purge, as this action will permanently delete this data (which isn't recoverable).
Once you're happy that you've recorded all the information you need to, you can proceed with the deletion.
Step 5: Assign the hourly (or daily) allowance to the user
To do this, navigate to: People > Profile > More tab > Work pattern and holiday allowances > Assign the new allowance
Step 6: Re-add the user's holiday
Go back to the person's profile > click on the Leave tab > select Add New (+) to re-enter their holiday details.
FAQs
Why can't I see the option to purge data?
Only the Admin user can purge data within the account.
The person in question may have no data to purge.
Why is the new leave allowance not showing?
This could be due to existing holiday data not being purged, causing a conflict.
If the allowance is currently set in days, you won't be able to assign an hourly allowance until the data is purged.
We're here to help. Any further questions? Simply drop us a message using the messaging feature at the bottom right of your screen 💬