Manage your organization’s members, roles, policies, and work settings in one central place.

The Members page allows administrators to:

• Create and invite new employees
• Import members in bulk via CSV
• Edit or suspend existing members
• Configure approvers and leave policies
• Assign schedules and holiday calendars
• Export member data for audits or payroll

Main Table

Each row represents a member record with all relevant details.

Bulk Assign Schedule & Holidays

When you select one or more members in the list, a new button appears in the top-right corner labeled:

Bulk Assign

This feature allows administrators to apply work schedules and/or holiday calendars to multiple users at once.

How to use:

1. Select one or several members using the checkboxes in the table.

2. Click Bulk Assign in the top-right corner.

3. The “Bulk Assign Schedule & Holidays” panel opens on the right.

4. Choose:

   • Work Schedule → Company Default, Part-Time, or Full-Time
   • Holiday Calendar → Default Tunisia, Default France

5. Review the schedule details (Working Days, Weekly Hours, Timezone).

6. Click Assign to Members to confirm.

• Bulk Assign is perfect for onboarding new teams or updating all employees when company-wide schedule changes occur.

Exporting Member Data

Click the Export button in the top-right corner to download a .csv or .xlsx file.
Exports include all visible columns and can be used for:

• HR reports
• Payroll reconciliation
• Policy audits

Import Members via CSV

Instead of adding members one by one, Admins and HRs can import a CSV file to create multiple members in a single workflow.

With Import CSV, you can:

• Download a ready-made CSV template
• Upload your file and instantly load member data
• Map CSV columns to Leavo fields
• Preview records and automatically detect errors
• Fix issues inline or skip invalid rows
• Assign teams, schedules, holiday sets, and leave policies in one step
• See imported members immediately in the Members list

Step 1 — Download Template or Upload Your CSV

Click Import CSV in the top-right corner of the Members page.

In the Upload & Map CSV modal, you can:

• Click Download Template to get a correctly formatted CSV
• Or drop your CSV file into the upload area (or click to browse)

Required fields are displayed in the modal, for example:

• firstName, lastName, email, contractType, hireDate, role

Step 2 — Map Columns to Member Fields

After upload, Leavo will automatically detect columns and try to map them to member fields.

Review the Match Your Columns step:

• Confirm each CSV column is mapped to the correct field (First Name, Last Name, Email, Role, etc.)
• Any column you don’t want to import can be set to Skip this row

When everything looks correct, click Continue.

Step 3 — Preview & Fix Issues Before Import

In Preview & Edit, you can review all rows before importing.

Leavo automatically validates the data and highlights errors, such as:

• Email already exists in the company
• Invalid contract type
• Invalid date format
• Unknown role value

You can then:

• Fix values directly inline (edit cells)
• Toggle Show only invalid to focus on problematic rows
• Skip row to ignore a record during import

Step 4 — Assign Teams, Schedules, Holidays, and Policies

Before importing, you can apply work settings in bulk so new members are ready immediately:

• Assign Team
• Assign Schedule
• Assign Holiday Set
• Assign Leave Policies

This ensures imported members have the required configuration for correct leave calculations from day one.

Step 5 — Import Results

After clicking Import Members, Leavo shows a results screen:

• How many members were imported successfully
• Which members were created

Click Done to close the modal, imported members will now appear in the Members table.

Add New Member

Click “Add Member” to open the creation form. The form is divided into five main sections:

1️⃣ Basic Information

2️⃣ Copy Configuration

Use this feature to replicate settings from an existing member.

3️⃣ Team & Role

Assign a role and structure:

4️⃣ Leave Policies

Assign applicable leave policies to each member.

Supported types:

• Vacation
• Sick Leave
• Remote Work
• Maternity Leave
• Paternity Leave

Each policy includes:

• Carry-over rules
• Prorated calculation
• Hire date impact
• Rounding options

Example If hire date = November 5, 2025 → 20 vacation days × (1.9/12) = 3.17 ≈ 3.5 days (rounded up)

5️⃣ Schedule & Holidays

Discover how to set up schedules and holidays.

Final Step

At the bottom of the form:

• Create Member — Save without invitation
• Create & Invite — Send a welcome email immediately

Edit Member

Editing follows the same layout as creation.
Admins can update:

• Contact information
• Role or approver
• Leave policies and schedules

Member Actions

In each row, the Actions column includes shortcuts for admin operations:

Schedule Adjustments

The Schedule Adjustments feature allows Admins and HRs to modify a member’s working days for specific dates (schedule exceptions or temporary changes) without altering the base schedule.

Adjustments apply instantly and affect:

• Daily working hours
• Leave calculations
• Calendar visibility
• Request summaries

Impact on Existing Leave Requests

Why does this happen?

• The Requests table displays the stored calculation from when the request was originally created.
• The Edit Request drawer performs a real-time recalculation using the current working days, holiday set, and schedule.

Example:
A request created when Monday was a working day may display different totals if Monday is later changed to a non-working day. Leavo dynamically recalculates:

• Working days
• Deducted allowance
• Hours
• Balance impact

This may lead to visible discrepancies between:

• The stored request in the table
• The recalculated request summary in the drawer
• The allowance shown in the member’s profile

This is intentional: the system always uses the most accurate and up-to-date rules for recalculations.

Understanding the Difference Between Stored Data and Live Calculations

This can happen when:

• Weekends/workdays change
• Hours per day change
• Custom adjustments are applied to future dates
• Regional holiday sets change
• Member schedule changes to part-time/full-time

Best Practice Recommendation

Doing this ensures:

• Fully synchronized request data
• Accurate balances
• Consistent display between table and drawer
• No mismatches caused by historic schedules vs updated schedules

This practice is highly recommended for:

• Members moving from full-time → part-time
• Teams with frequent schedule exceptions
• Companies updating standard working hours
• Employees switching regions or holiday sets

Why Leavo Works This Way

Leavo preserves historic values for auditability but provides live recalculation to ensure accuracy for current operations.

This hybrid behaviour ensures:

• Transparency
• Compliance with HR rules
• Accurate deductions
• Traceability over time

You always know what was originally approved and what the current impact would be.

Summary

When using Schedule Adjustments:

• Approved requests may show different totals when edited later
• Balances may update dynamically
• Table values = original record
• Drawer values = recalculated based on new rules
• Best practice = re-save future requests after schedule changes

This provides the most consistent and accurate HR data across the workspace.

Roles & Permissions

Leavo uses three main roles to control what each user can see and do:

• Admin – Full control over the workspace: access to all Administration pages (Members, Teams, Holidays, Schedules, Leave Policies, etc.), all members, and all requests.
• HR – Operational access to manage requests, calendar, and allowances, and to help maintain member data, while having fewer workspace-wide privileges than Admins.
• Default (Employee) – Standard employee profile: can view and edit their own information, request leave, and see only what has been shared with them (for example, team leaves, if allowed).

Changing a Member’s Role

When you change a member’s role, the new permissions apply immediately:

• Changing a Default member to Admin:

  • The user gains access to the full Admin panel.
  • They can see all members in the company and manage administration settings according to the Admin role.

• Changing an Admin to Default:

  • The user loses access to all Administration pages.
  • They can no longer manage members, policies, holidays, or schedules.
  • They keep their own account and existing leave history but behave like a regular employee for future actions (can only submit and view their own requests).

Approvers & Role Changes

Some members may be configured as:

• Team Approver (for a specific team)
• Direct Approver (for a specific member)

When you change their role:

• If you change an Admin or HR who is a Team Approver to Default:
  • Another Admin or HR must manually update the Team Approver in the team configuration.
• If you change any Approver to Default:
  • You must manually assign a new approver for the affected member(s) or team(s).

Until a new approver is assigned, leave requests may not be processed correctly. The former approver might still receive notifications but can no longer take action on those requests.

Access Restrictions & Safety Rules

To protect your workspace from accidental lockouts:

• As an Admin or HR, you cannot revoke your own access (the Deny Access action is disabled for your own account).
• As an HR, you cannot revoke access for an Admin. Only Admins can manage other Admins’ access.

These safeguards ensure there is always at least one account with full access to manage the workspace.

Troubleshooting

Pro Tips