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What to Prepare Before Filling In Your Leave Template
This article lists the data you provide in the Leave Application Record Template, a readiness checklist of what to gather first, and the order your Leave data loads in.
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).
Before you open the template, see what you will be asked for, gather your information, and know the order it loads in. Tick off the readiness checklist, so you have everything to hand when you start.
What data you'll be providing
Your data lives in one template with five tabs, which your Implementation Manager (IM) will send you.
| # | Data group | What you provide | Template and tab | Where it goes in brioHR |
|---|---|---|---|---|
| 1 | General & Approval Workflow | Default first and second approver, per-employee approver overrides, and the unpaid leave calculation. | Leave Application Record Template (MY) Leave Application Record Template (SG) Tab: General & Approval Workflow | Leave settings > Approval Workflow (the unpaid leave formula also appears in Payroll settings) |
| 2 | Leave Policy | One row per leave type: entitlement, eligibility, proration, carry forward and booking rules. | Leave Application Record Template (MY) Leave Application Record Template (SG) Tab: Leave Policy | Leave > Leave Policies (one policy per leave type) |
| 3 | Leaves History | Leave already taken so far this calendar year, per employee. | Leave Application Record Template (MY) Leave Application Record Template (SG) Tab: Leaves History | Employee leave balances |
| 4 | Credit Leave Request History | Existing credit balances (for example Replacement Leave already earned), per employee. | Leave Application Record Template (MY) Leave Application Record Template (SG) Tab: Credit Leave Request History | Employee leave balances |
| 5 | Carry Forward Leave | Days carried into the new year as at 1 January, per employee. | Leave Application Record Template (MY) Leave Application Record Template (SG) Tab: Carry Forward Leave | Employee leave balances |
💡 Tip
Versions of the same templates with examples and statutory requirements are available if you wish to refer to them:
How your data flows through brioHR
Each piece of data goes to a setting, and that setting powers something employees see or use every day. See Where Your Leave Data Goes in brioHR for detail.
| Your data | Template tab | Where it goes | What it powers |
|---|---|---|---|
| Approvers | General & Approval Workflow | Leave settings > Approval Workflow | Who each leave request routes to. |
| Unpaid leave formula | General & Approval Workflow | Leave settings (also appears in Payroll settings) | How much is deducted for unpaid leave. |
| Leave types and rules | Leave Policy | Leave > Leave Policies | The leave list employees see, how much they can apply for, and how balances are calculated from day one. |
| Leave already taken | Leaves History | Employee leave balances | The balance an employee sees on login. |
| Credit balances | Credit Leave Request History | Employee leave balances | Replacement-type balances already earned. |
| Carry forward | Carry Forward Leave | Employee leave balances | Days brought into the new year. |
Get ready: a quick readiness checklist
| Get ready | Why | |
|---|---|---|
| ☐ | Your Employee List is loaded and verified (Profile & Dashboards). | Leave data is matched to employees by Staff ID and email. |
| ☐ | You have a full list of leave types your company offers (annual, sick, maternity, replacement and so on), with the policy for each. | Each leave type becomes its own policy. |
| ☐ | For each leave type you know the entitlement per year, any seniority scale by years of service, and whether it is earned monthly or given upfront. | These rules produce each balance. |
| ☐ | You know which leave types are credit-based (such as Replacement Leave, Off in Lieu or Birthday Leave) and which have a fixed yearly entitlement. | This cannot be changed after the leave type is created. |
| ☐ | You know who the eligible employees are for each leave type (everyone, or restricted by office, department, gender, job grade or employment type). | Wrong restrictions hide a leave type from people who should have it. |
| ☐ | You know the carry forward rules: whether allowed, the maximum days, and when carried days expire. | Wrong rules give balances that do not match your real policy. |
| ☐ | You know your booking rules: half-day, backdating, mandatory attachment, and whether weekends count. | These apply to every leave application. |
| ☐ | You know who the approvers are (default Manager, or named people where it differs). | Approvals follow this setup. |
| ☐ | You have leave taken so far this calendar year for every employee. | Without it, balances are wrong from day one. |
| ☐ | You have any existing credit balances, and each person's carry forward as at 1 January. | This is the number that must be as at 1 January, not today. |
The order to load your data
Load your data in this order, because each step depends on the one before it:
- Employee List (Profile & Dashboards) must exist first.
- Approval workflow and unpaid leave formula (General & Approval Workflow tab).
- Leave policies, one per leave type (Leave Policy tab).
- Leaves History, Credit Leave Request History and Carry Forward Leave, loaded only once the matching policies exist.
⚠ Important
The history tabs refer to leave types by name, so the policies must be in place first.
← Previous: Understanding the Leave Data Migration Process
Next: Where Your Leave Data Goes in brioHR →
Back to Leave Data Migration and Verification: Start Here
Ownership
By: Aqilah