When you set up Leave Management, you'll have some employees who have already taken leave that Sage HR doesn’t show. You can record this by adding historical requests or by adjusting the employee’s balance directly.
📎NOTE: These steps apply only to accrual‑based time off policies.
Option 1: Add and auto‑approve historical time off
Option 1: Add and auto‑approve historical time off
Use this option if you want Sage HR to record past requests.
Only admins can follow these steps.
Open the relevant time off policy settings.
In Workflow, enable Automatically approve these requests.
In Conditions, turn off Allow employees to request time off from this policy.
Select Save.
📎NOTE: Team managers still receive notifications, but Sage HR won’t ask them to approve requests.
Book time off for the relevant employee or employees.
After you finish, restore the original policy settings.
This prevents other requests from approving automatically.
Option 2: Change the time off balance
Option 2: Change the time off balance
Use this option for a quicker update.
Only admins can follow these steps.
Open the employee’s profile.
Select Time off.
Review the Time off summary.
Select Change balance.
Confirm the employee's name.
Select the leave type.
Enter the amount already used.
Use decimals for part days
Under Action, select Decrease.
Leave the transaction date unchanged.
Select Record transaction.
Sage HR updates the available balance immediately.
What you’ll see after the change
In Time off details:
Yearly allowance stays the same
Manual transactions show a negative value
Available balance matches the updated summary
Return to Set up Leave Management