Reviewing Leave
Leave Review is where managers see every leave request from the staff they manage, check each one against the employee's balance and who else is off, and approve or decline it. The employee is emailed the outcome.
| Required plan | Standard Enterprise |
|---|---|
| Required access | Leave requests, under Manager Options. Managers see only the staff of the Locations they manage. |
Navigate to Menu > HR > Leave Review.
Find the requests that need reviewing
Pending Requests counts the requests waiting on you, and Staff off over period charts how many people have leave requested or approved over time, so you can see busy periods before you approve more.
The list starts on Requiring Action. Narrow it with:
- The funnel: dates, leave type, Location and Group.
- Staff: one or more employees.
- The period list: such as This Month, Next Quarter or This Payrun for a pay cycle.
- The status list: All, or one status.
Review and approve a leave request
- Click Review next to the request.
- Check the details, then the Overlapping tab for other staff off at the same time.
- Click Approve or Decline. It applies straight away, and the employee is emailed.
| Detail | What it tells you |
|---|---|
| Total Days Off | Calendar days in the request, including weekends. |
| Total Hours Off | The hours that will be paid and taken from the balance, from the employee's Contracted Hours. |
| Current Balance | Their balance after the latest pay run. |
| Final Estimated Balance | What's expected to be left once this leave is taken, after other requests and the leave they'll build up before then. |
| Contracted Hours | The hours for each day of the leave. With no Contracted Hours, no hours are paid. See How Leave Works. |
| Leave Request Notes and Uploaded Files | The request's history and comments, and files such as a doctor's certificate. Click Add Note to add a comment the employee is emailed about. |
The Past Paid Leave tab lists the leave they've been paid in the last 12 months, with the date of each pay run.
Change a leave request
Staff can't change a request once it's sent, but you can. Open it, click Edit, change the Start, End or Type, and click Save. The employee is emailed about the change, and it's added to the request's notes.
To undo a decline, open the request and click Approve.
When an employee wants to remove approved leave
An employee can remove a pending request themselves. Once it's approved, removing it needs your review: the request shows Remove request pending. Open it and click Approve Request Removal to cancel the leave, or Decline Request Removal to keep it.
Request leave for an employee
- Click + New Leave Request.
- Choose the leave type under Select Leave Form, and the Employee, then click Next.
- Enter the start and end dates and times, and a comment if needed.
- Tick I agree and click Submit.
You can use any active leave type, including ones staff can't request themselves. The request is marked as filled in by you.
Leave request statuses
| Status | What it means |
|---|---|
| Request pending | Waiting for a manager to review it. |
| Request accepted | Approved. It will be paid in the pay run that covers it. |
| Request declined | Declined. A manager can still approve it later. |
| Remove request pending | Approved, but the employee has asked to remove it. |
| Employee removed request | The employee removed it before it was reviewed. |
| Payrun processed | Paid in a pay run. |