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In Eurécia, a leave profile is assigned to each employee. It defines which types of absences they are entitled to.
Is an employee changing professional status or collective agreement? Is an employee moving from part-time to full-time or vice versa? Is an employee moving to executive status with RTT?
It may be necessary to assign them to another leave profile.
In this article:
Preparatory actions
When an employee changes leave profile, two scenarios are possible for the different leave types:
- Some types remain the same (e.g. paid leave): Eurécia manages the automatic switch
- Some types change (e.g. switching from 8 days RTT to 20 days RTT): Eurécia deactivates balances that are not present in the new leave profile; you must then reassign the rights previously acquired to the new balances
View leave types that are not the same
Access: Admin area > Congés et absences > Ouvrir Profils congés et absences
- Compare the employee's current profile with their future profile
- Note down the leave types that differ
Cancel upcoming absences
Access: Module Congés et absences > Vue manager > Validation des demandes
- Select the relevant employee
- Filter on the absence type(s) that will not exist in the future profile (e.g.: RTT 8j)
- Select the status 'Validé, A valider et Prévisionnelle' to display all absence requests
- Set the 'Début' filter to today's date to display only future requests
- Click 'Afficher'
- Export to Excel
- Click the 'Actions' button at the top of the table
- Select all elements
- Click 'Annuler'
Note: these requests will need to be resubmitted once the leave profile has been changed.
Export balances for future reference
Access: Module Congés et absences > Vue manager > Compteur équipe
- Select the relevant employee
- Filter on the absence type(s) that will not exist in the future profile (e.g.: RTT 8j)
- Select the current taking and current accumulation period
- Click 'Afficher'
- Export to Excel
Assign the new leave profile to the employee
Access: Admin area > Paramètres généraux > Ouvrir Salariés et utilisateurs > Ouvrir la fiche du salarié
- Go to the 'Règles' tab
- In the 'Congés & Absences' section, assign the new profile to the employee; this action deactivates balances not included in the new profile
- Save the employee record
⚠️ Warning!
If the new leave profile gives the employee access to new absence types (e.g. the employee is now entitled to RTT), the leave counter will only be created overnight during the automated task execution.
Transfer balances to the new leave counters
Access: Congés et absences > Vue manager > Compteurs équipe
- Using the filters, select the relevant employee
- Select the absence type that does not exist in the new leave profile (in the example, select RTT 8 jours)
- Set the 'Compteurs' filter to 'Tous' to display active and inactive balances
- Inactive leave counters appear: if a balance greater than 0 remains on one of these counters, simply duplicate it:
- Hover over the three black dots to the left of the employee's name on the relevant line
- In the 'Copie de l'état des compteurs' window, select the new leave type (RTT 20 jours in the example) that will inherit the balance from the old counter
- Enter the 'Commentaire de régularisation' field
- Check and adjust the acquired rights of the new counter if necessary
- Save
- Repeat the operation for each counter balance to be recovered
Clear balances that have become inactive
Access: Congés et absences > Vue manager > Compteurs équipe
It is recommended to clear balances that have become inactive to avoid any confusion and prevent a possible future leave profile change.
- Using the filters, select the relevant employee
- Select the absence type that does not exist in the new leave profile (in the example, select RTT 8 jours)
- Set the 'Compteurs' filter to 'Inactifs'
- Inactive leave counters appear: if a balance greater than 0 remains on one of these counters and it has been transferred to a new leave type, click it to open the counter
- Modify the taken rights so that they equal the acquired rights: the balance will then be 0
- Enter the 'Commentaire régularisation' field
- Save the counter
Recreate requests on the new leave counters
Access: Congés et absences > Vue manager > Validation des demandes
- Filter on the relevant employee
- Choose the absence type that has become inactive (in the example: RTT 8 jours)
- Select the status 'Tous' to display previously cancelled absence requests
- Enter today's date in the 'Début' filter to display only future requests
- Duplicate the requests that were cancelled to recreate them easily and without risk of copying errors:
- In each duplicated absence, change the absence type to choose the new one (example: RTT 20 jours), or any other absence type in which the employee has remaining days
- To avoid sending an email to the employee upon approval, check the 'Ne pas envoyer d'email de notification' box
- Depending on the status of the initial request, click 'Valider' if it was already accepted by their manager, 'Soumettre à validation' if it was pending approval, or 'Enregistrer' for a forecast request
- Repeat the operation for each absence type that has become inactive
Keywords: Profils congés et absences · employee · compteurs équipe · Types de congés et absences · leave requests · change status · transfer entitlement
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