Manual Adjustment Guide
========================

Sometimes an employee's leave balance needs an ad-hoc correction outside of the normal accrual and leave-taking flow — for example, a goodwill day, a correction for a mistake made before TeamHub was in use, or a one-off allowance granted by management. This is done with a **manual adjustment**, and only administrators can create one.

.. note::

   This action is only available to users with the **Admin** role or higher. See :doc:`../roles` for the full role hierarchy.

Find the Employee
------------------

Go to the **Users** screen and locate the employee. Click **Leave Types & Balances** (or the balance figures shown against their row) to open the balances modal.

Select the Leave Type
----------------------

At the top of the modal, click on the balance for the leave type you want to adjust. This expands the calculation breakdown and the full list of entries for that leave type below it.

.. note::

   Leave types that accrue automatically — such as :doc:`Full Time Contractor accrual <../contractor-accrual>` — can't be manually adjusted, since the system reconciles their balance itself. The **Adjust Balance** button won't be shown for these; contact :doc:`../support` if a correction is genuinely needed. Locked leave types can't be adjusted either.

Adjust the Balance
--------------------

Click **Adjust Balance**. In the dialog that opens:

* **Date** — the date the adjustment should be recorded against.
* **Days** — a positive number to add days to the balance, or a negative number to subtract days.
* **Description** — a short note explaining the reason for the adjustment. This is required and appears in the audit trail, so make it meaningful (e.g. "Goodwill day approved by manager" or "Correction for pre-TeamHub balance").

Click **Save**. The adjustment is applied immediately and the employee's balance updates straight away.

Reviewing Adjustments
-----------------------

Every adjustment appears as its own row in the entries table for that leave type, alongside accruals and leave taken, and contributes to the balance calculation described in :doc:`../balances`. An adjustment can be edited from the same table if a mistake is made; deleting one is restricted to system administrators.

For a full history of every adjustment made across the company, see the Audit report described in :doc:`../reporting`.