When you start using Scheduling, you can provide us with a list of the current overtime and leave balances of your fixed-contract employees. We import these into Soigné for you, and this article explains how to verify they came across correctly.

Overtime balance

The general rule: an overtime balance can be imported on any day of the current year. We take the balance from your previous scheduler (Eitje, Nostradamus, Shiftbase, etc.) for whichever day you give us, and we import it as the starting balance on that day in Soigné.

The date is your choice. The example below uses 1 May, but the exact same process applies to any day of the current year — 12 February, 30 September, whatever fits your data.

Example

Say you give us the overtime balance for your employee Nick Curtola: 46:35 hours at the end of 30 April 2026 (this could be any day in the current year). We import those 46:35 hours as his starting balance on 1 May 2026.

A second example: if instead you gave us his balance as of 14 March 2026, we'd import it as his starting balance on 15 March 2026.

A third example: If you gave us a balance of 31:20 hours as of 7 August 2026, we'd import those 31:20 hours as his starting balance on 8 August 2026.

How to check if the import of overtime balance is correct

Open the profile of the employee you want to check and go to the Hours tab.

Set the date range to include the day the balance was imported on.

Check the overtime balance. The overtime balance plus the overtime accrued on that day should equal the imported balance.

In Nick's case: 43:52 hours + 2:42 hours = 46:35 hours. ✅

If you want to know more about how overtime is calculated per day, and why 2:42 hours of overtime is counted on the import day itself, you can read more about it here.

Leave balance

The general rule: a leave balance can be imported on the first day of any month of the current year. We take the balance from your previous scheduler as of the last day of a month (e.g. 31 January, 28 February, 31 March) and import it on the first day of the following month in Soigné, with the correct expiration dates per year.

Again, the month is your choice. The example below uses 1 May, but the same process applies to 1 February, 1 October, or any other first-of-the-month in the current year.

Example

Say you give us Nick Curtola's leave balance at the end of April 2026: 105.18 hours from 2026 plus 217.98 hours left over from 2025, for a total of 323.16 hours.

We import these as his starting balance on 1 May 2026, keeping the correct expiration dates, so the 217.98 hours from 2025 will expire earlier than the 2026 hours.

How to check if the import of leave balance is correct

Open the profile of the employee you want to check and go to the Hours tab.

Set the date range to include the day the balance was imported on.

Check the leave balance on the import day.

For Nick, the balance on 1 May reads slightly higher than 323.16, it's actually 331.07 hours. That's expected: employees receive the leave they're entitled to for a month on the first day of that month. So Nick has his imported 323.16 hours plus the 7.91 hours he accrues for working in May. 323.16 + 7.91 = 331.07. ✅

If you want to know more about how leave is calculated per day, you can read more about it here.

When and how overtime balance updates

The overtime balance updates every day.
When someone is supposed to work 38 hours in a week, they are supposed to work 5,43 hours per day (38 hours divided by 7 days).
Each day of the week that this person doesn't work they will go down 5,43 hours on their overtime balance.
On days they do work they will go up whatever they worked more than 5,43 hours that day. If someone worked 11 hours on that day, their overtime will go up by 5,57 hours (11 hours minus 5,43 hours).
Since Horeca work isn't a 9 to 5, 5 days a week job, this is the most fair method to calculate this. The balance on every Sunday is therefor the most correct one, as on Sunday we know 100% sure what someone has worked.

For an overview across multiple employees, go to Reports and open Balances.