Switching HR system to LeaveApprove — checklist
Tick off each item as you go. Most teams complete the whole list in an afternoon, spread around their notice period.
Before you start
- Find your current contract and note the initial term and renewal date
- Diary the written-notice deadline — fixed-term agreements commonly require three to six months' written notice before the end of the term
- Check your own agreement for the exact cancellation method and address for notices
- Export your employee directory (CSV)
- Export current leave balances for every employee and leave type
- Export sickness/absence records if you use them
- Download any documents stored in the system
- Take screenshots of your current leave policies and settings
Send notice
- Send written notice to your current provider (a template letter is in our cancellation guide)
- Ask for written acknowledgement of your notice and keep it on file
- Confirm the final billing date so there are no surprise instalments
Set up LeaveApprove
- Create your LeaveApprove account — the 14-day free trial needs no card
- Import your team from CSV (or send us your export and we’ll do it for you)
- Set starting balances to match what everyone has remaining
- Configure leave policies (annual, sick, TOIL and any custom types)
- Select your UK bank holiday region
- Set up departments and reporting lines
- Re-enter any future-dated approved leave
Go live
- Send invite emails to all employees
- Tell the team the switch is happening and when
- Run both systems in parallel for a week
- Verify leave balances match before you rely on LeaveApprove alone
- Archive your old data exports somewhere safe (keep 6+ months)
Notice periods and renewal behaviour described here are patterns common across the UK HR software market, not a statement about any particular supplier; individual contracts differ — always check your own. Full steps and a notice-letter template: leaveapprove.com/how-to-cancel-hr-software