At the end of each holiday year, to move data into the new year, you need to run the rollover program. Without this:
Holiday allowances won’t update.
Users won’t be restricted by allowances.
The incorrect holiday year will show.
Rollover calculations won’t run.
You should run the rollover based on your holiday year end date. This means, if all users share the same holiday year you should run it once, whereas if they have different holiday years, you should run it each time a group reaches their year-end.
Before you start
Before you begin the rollover program, you need to complete the following checks.
Custom bank holiday layers
If you use custom bank holiday layers, you need to update them. To do this, follow the steps below.
Click HR Admin, then click Setup.
Click Custom Bank Holidays, then select a layer.
Click Submit, then check each date in the current and next year columns.
Enter missing dates in the format 1 Jan 2026, then press Enter.
Click Save.
⚠️ Important: If you don't set bank holidays, holiday calculations will be incorrect in the new year.
Enter all holidays
Before you can run the rollover, you need to ensure that users enter all their holiday bookings for the current year into Access TeamSeer.
Resolve outstanding absences
If you use the Unplanned Absences module, you need to resolve any open absences. To do this, follow the steps below.
Click HR Admin, then click Auditing.
Click All outstanding absences.
Mark any completed absences as resolved.
Run the rollover
Once you've completed the pre-rollover checks, to run the rollover, you need to create and review the rollover report.
Create the report
To create the rollover report, follow the steps below.
Click HR Admin, then click Utilities.
Click Run the end of the year Rollover, then click Create Report.
Check and update the following fields:
Year end date to modify: End of current holiday year.
New year end date: End of next holiday year.
New holiday rollover expiry date: Expiry date for rolled-over holiday.
From the drop-down menu, select a rollover rule.
If required, set a cap for rollover:
Use days for daily profiles.
Use minutes for hourly profiles.
If required, exclude specific users from rollover caps, for example, users on maternity leave who may need to carry forward their full entitlement.
If your organisation uses a holiday bank, you can choose whether days above the rollover cap are banked instead of removed.
Click Submit.
Review the report
Once you've clicked Submit, you'll receive a confirmation email when the report is ready. When you receive this, follow the steps below.
Refresh your page, then click View Report.
Review the data.
The key fields you should check are:
ROQN (Rollover quota to new year): Amount carried forward.
SANY (Suggested annual allowance): New year allowance.
🤓 Tip: You can export the report to Excel or search for individual users.
If you need to make changes:
Click HR Admin, then click Users.
Update the relevant details.
Create the report again. This is mandatory after making changes.
Update the database
Once you’re happy with the report, click Update database, then confirm the warning message that appears.
This generates a confirmation email with your selected options and creates a rollover archive report.
After running the rollover
Once you've run the rollover, to view historical rollover data, follow the steps below.
Click HR Admin, then click Auditing.
Click Rollover archive history.
Troubleshooting
Can’t view the rollover report
Refresh the page or sign in again.
Wait for the completion email before viewing.
Rollover failed
You’ll receive an email notification.
Create and run the report again.
Performance considerations
Large organisations may take longer to process. This is usually about 4000 users per hour.
We recommend you run the rollover outside business hours to avoid changes during processing.
⚠️ Warning: Users are not logged out automatically during the update. Running outside business hours reduces the number of changes users can make during processing.