Leave balances in Tanda help employees with applying for leave, and managers with approving leave.

The balance is displayed to employees when applying for leave, and to managers when approving leave requests. Leave balances can also be viewed on the employee profile.

To configure who can see leave balances, and which balances are displayed see managing leave types.

How it works

Most businesses hold leave balances in their payroll software and transfer these balances to Tanda through an integration, or a file transfer.

Importing leave balances from your payroll software

Some payroll software will sync leave balances automatically via the integration, including:

  • Xero (Australia)

  • MYOB AccountRight Live

  • MYOB Essentials

  • Sage Micropay (Web API enabled)

For other payroll systems, export your leave balances to a .CSV file and import this to Tanda.

Set your leave accrual rates in Tanda

Even if you accrue leave in your payroll software, entering accrual rates in Tanda allows you to see projected leave balances when approving leave. These projected balances help to see how much leave would be available in the future.

  • To add an accrual rate, navigate to Leave > Leave Types and select a leave type to edit

  • Scroll down to the accrual rate field, and enter your rate of accrual per hour

Tip: To find your accrual rate per hour, divide your annual leave entitlement in weeks into an hourly equivalent. For example, for an employee who works 38 hours per week and gets 4 weeks of annual leave per year:

  • 4 x 38 hours = 152 hours of leave per year

  • 152 / 52 weeks per year = 2.931 hours per week

  • 2.931 / 38 = 0.07692 hours accrued per hour worked. This is the number you would add to the accrual rate field in Tanda.

Importing starting balances

  1. Navigate to Leave > Requests > Tools > Leave Balances

  2. Download the CSV template and fill out the opening balances for each of your staff. For any leave types which you don't hold balances for, leave these blank.

  3. (Optional) Enter the date these leave balances are accurate to (Tanda will automatically calculate any additional leave accrued since that date). If you've kept updated balances to current day, leave the date selector blank.

  4. Upload the CSV. From this point forward, the balances will be visible on the employee profile

Viewing employee leave balances

To view an employees balance, navigate to their employee profile and select Leave Requests.

There are two separate leave balances, the payroll balance and the current balance.

Payroll balance

The payroll balance is the employees leave entitlement as at the last payroll export. It doesn't consider the impacts of future leave requests or days worked since the last pay run.

Current balance

The current balance is the payroll balance plus any leave accrued since your payroll balance was last updated, minus any future approved leave requests. The current balance is constantly calculating in Tanda each time a shift or a leave request is approved. The current balance helps managers with leave approvals - showing them an accurate representation of how much leave is available when factoring other approved leave requests.


In the example below, the employee had 37.53 hours of annual leave at their last payroll date. They have since taken a day of leave, which is yet to be exported to their payroll software. Tanda has updated the Current balance to 29.93 hours.

In the example below, the employee has accrued leave by working shifts since the last payroll date, which is reflected by the higher current balance in Tanda.

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