Rotaready uses a single default holiday year start date for your organisation, configured during setup. In most cases this applies to all employees, but you can override it for specific individuals where needed — for example, if their entitlement runs from their employment start date. If your organisation needs to change the holiday year entirely, this can be done with support from the Rotaready team.
📌 Note: Before making any changes to holiday year settings, export the Allowances report to keep a record of current balances.
Override the holiday year for a specific employee
Go to the employee's profile and click the Absence tab, then click Allowances.
Make sure the employee has no active holiday allowance for the year you're updating. If one exists, finalise or delete it first.
Click New allowance and, next to the Holiday year field, click the edit icon to adjust the start date.
Complete the remaining allowance fields and click Save.
📌 Note: Rotaready will automatically create allowances for subsequent years using the new start date.
Change the holiday year across your organisation
If your organisation needs to change its holiday year, for example, from 1 January–31 December to 1 April–31 March, contact the Rotaready support team. They can update your default holiday year so that all new allowances are created against the correct year going forward.
Existing allowances will need to be updated separately. You can do this yourself by deleting each employee's current allowance and creating a new one with the updated dates, or you can request a bulk update from the Rotaready team as a paid service.
⚠️ Important: Always finalise or delete existing allowances before creating new ones to avoid conflicts. If updating allowances yourself, work through them one employee at a time and verify each balance before moving on.