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Understanding the Leave Data Migration Process
This article explains how Leave data migration works in brioHR: why Leave setup deserves extra care, the key terms used in the template, and what happens after your data is migrated.
Audience & Scope
Audience: HR and admin teams setting up brioHR for the first time
Module: Leave
Country: Malaysia, Singapore
Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; Employee List loaded and verified (Profile & Dashboards)
This article is part of the Leave data migration series. It follows the Leave Data Migration Guide (PDF).
A short read about how Leave migration works in brioHR, so you know what to expect before you start. Read through it once. There is nothing to fill in yet.
The big picture
Leave is policy-heavy: most Leave questions after go-live trace back to how it was set up, not to the system itself. Everything you tell us about leave types, entitlements, approvers and history becomes a policy, and that policy produces the balance each employee sees the moment they log in.
Leave uses the employees you have already set up in your Employee List, so you do not enter your people again. The template then adds your approval workflow, one policy per leave type, and each employee's opening balances.
🔗 Good to know
Leave runs on the calendar year only. Fiscal, financial or custom leave year periods are not supported.
Leave is built on top of Profile & Dashboards. Complete and verify your Employee List first, because all Leave data is matched to employees by Staff ID and email.
Key terms
| Term | Meaning |
|---|---|
| Template and tab | A template is an Excel file we send you, where you type in your data. A tab is one of the sheets along the bottom of the file. The Leave template has five tabs. |
| Leave type and policy | A leave type is what employees apply for (for example Annual Leave). Each one holds one or more policies with its rules: entitlement, eligibility, carry forward and booking rules. |
| Credit-based leave | Leave earned as a credit rather than given as a yearly entitlement, such as Replacement Leave (Malaysia), Off in Lieu (Singapore) or Birthday Leave. It cannot be changed to a fixed entitlement after it is created. |
| Earned basis | Employees earn or accrue the yearly entitlement for every month worked, instead of getting it upfront. |
| Carry forward | Days brought into the new year. The template asks for the figure as at 1 January, not today. |
| Opening balances | Leave already taken this calendar year, existing credits and carry forward. Together they produce the balance each employee sees on day one. |
What happens after your data is migrated
Once you send your template to your IM, your data is migrated into brioHR. Before employees start applying for leave, you then:
- Check that the data landed correctly. The data verification articles show you how, policy by policy and balance by balance, starting with How to Verify Your Leave Types, Policies and Configuration.
- Run a pilot test. A pilot employee and manager apply for and approve a leave request.
⚠ Important
After go-live, approved unpaid leave has to be added to the monthly payroll cycle manually. It is not deducted automatically.
← Previous: Leave Data Migration and Verification: Start Here
Next: What to Prepare Before Filling In Your Leave Template →
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Ownership
By: Aqilah