How do I manage leave via the Classic HR platform?

Available for the following Classic HR plan Standard, Premium, Platinum Available for the following user access levels: Employee, Manager, Admin

Leave Management lets you approve, decline, edit, or delete employee leave requests. You can also view leave in a leave calendar, view an employee's leave balance, view conflicting leave requests, and submit a leave request for an employee. Before being able to manage leave requests within your organisation, you will need to:

If your employees have a primary and secondary manager and you wish to have both managers approve a leave request, you can do this through the Two-Level Leave feature. Also, the Leave Calendar will only display employees who have submitted a leave request for the year selected.

Helpful Hint

If an employee submits a leave request, and their primary manager is on leave, their secondary manager will receive the leave request email notification.

  Interactive learning

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Approve or decline leave

Approve leave requests: Individually
  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Action button.
  4. Click the View button.
    screenshot of the leave management screen, with a highlight on the view button for an employee's leave
  5. Click the Approve button.
    screenshot of the leave request pop up, highlighting the approve button
Approve leave requests: In bulk
  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Select the employees that need a leave request approved.
  4. Click the Approve Selected button.
    screenshot of the leave management screen, with three leave requests checked, highlighting the approve selected button
Decline leave requests: Individually

Warning

If your HR platform is connected to a payroll platform and you decline a processed leave request, the platform notifies the payroll administrator. They must update the employees' leave request on the payroll platform. The platform does not automatically process the change. To read further details on how to view the specified payroll administrator on the HR platform, refer to the following article.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Action button.
  4. Click the View button.
    screenshot of the leave management screen, with a highlight on the view button for an employee's leave
  5. Click the Decline button.
    screenshot of the leave request pop up, highlighting the decline button
Decline leave requests: In bulk

Warning

If your HR platform is connected to a payroll platform and you decline a processed leave request, the platform notifies the payroll administrator. They must update the employees' leave request on the payroll platform. The platform does not automatically process the change. To read further details on how to view the specified payroll administrator on the HR platform, refer to the following article.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Select the employees that need a leave request declined.
  4. Click the Decline Selected button.
    screenshot of the leave management screen, with three leave requests checked, highlighting the decline selected button
  5. Enter the reason for declining the leave request.
  6. Click the Decline button.
    screenshot of the leave request pop up where to type the reason for declining th request, highlighting the decline button

Filter results

Filter the displayed leave requests

Important

A primary and/or secondary manager can only view their employees' submitted leave requests, whereas an administrator can view all submitted leave requests.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Filter button and choose from the following options:
    • Date range.
    • Personnel.
    • Leave category.
    • Status:
      • Pending leave.
      • Approved leave.
      • Declined leave.
    • Employee status:
      • Direct employees.
      • Indirect employees.
      • All employees.
  4. Click the Search button.
    screenshot of the leave management screen, showing search filters and highlighting the search button

Submit a request

Submit leave for an employee: Individually

Warning

The total hours taken for each day depends on the employment settings that your company has set. You will need to verify that part-time employees have the correct auto-populated value for each day.

Important

When an administrator submits leave for another employee, the platform will automatically approve the leave. When an admin submits a personal leave request, the platform will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Add New Leave Request button.
    screenshot of the leave request screen, highlighting the add new leave request button
  4. Complete the following fields:
    • Who is this leave request for?
    • Personnel.

    Important

    Enter the name of the employee you are submitting a leave request for. Do not enter the person's name who is submitting this leave request.

    • Leave type.

    Important

    The leave types available depend on what leave allowance, pay category, and award you selected within their employee file. To read further details on how to view an employee's pay details, refer to the following article.

    • Start date.
    • Leave duration.
    • End date.
    • Comment.
  5. Click the Add Document button to add any required files.

    Important

    If you are only submitting a half day off work for your employee, then you can edit the value within the Hours field. For example, instead of nominating eight hours for a full day of leave, you can nominate four hours for a half day of leave. You can also specify whether the leave occurs during morning and afternoon/evening times by selecting AM or PM.

  6. Click the Approve button.
    screenshot of the create leave request pop up, with a highlight on the approve button
Submit leave for employees: In bulk

Warning

The total hours taken for each day depends on the employment settings that your company has set. You will need to verify that part-time employees have the correct auto-populated value for each day.

Important

When an administrator submits leave for another employee, the platform will automatically approve the leave. When an admin submits a personal leave request, the platform will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Add New Leave Request button.
    screenshot of the leave request screen, highlighting the add new leave request button
  4. Complete the following fields:
    • Who is thie leave request for?

      Helpful Hint

      You need to select either Multiple employees or Everyone.

    • Personnel.

    Important

    Enter the name of the employee you are submitting a leave request for. Do not enter the person's name who is submitting this leave request.

    • Leave type.

    Important

    The leave types available depend on what leave allowance, pay category, and award you selected within their employee file. To read further details on how to view an employee's pay details, refer to the following article.

    • Start date.
    • Leave duration.
    • End date.
    • Comment.
  5. Click the Next button.
    screenshot of the create leave request pop up, highlighting the next button
  6. Click the Approve button.
    screenshot of the create leave request pop up, highlighting the approve button
Re-submit a leave request

Important

Once you approve a re-submitted leave request, the leave request will re-sync automatically.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Actions button.
  4. Click the Edit button.
    screenshot of the leave requests tab, highlighting the actions and edit buttons for an approved leave
  5. Make the required changes.
  6. Click the Approve button.
    screenshot of the edit leave request pop up, highlighting the approve button

View and download employee data

View the leave calendar
  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Leave Calendar tab.
  4. Here you will see your staff leave in calendar format.
    screenshot of the leave calendar, so users can easily see leave in calendar format
View an employee's leave request

Important

The ability to view a leave request is only available if the payroll platform has processed the leave request within a Pay Run and imported the pay slips into the HR platform. Use the clock symbols to see the status of the leave request. You can learn more about them in the Definitions: Symbols tab in the Further information section at the bottom of this article.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Actions button.
  4. Click the View button.
    screenshot of the leave management screen, with a highlight on the view button for an employee's leave
View an employee's leave balance
  1. Click the   Time menu.
  2. Click the Leave Management submenu.
  3. Click the Leave Balances tab.
  4. Click the search bar and filter based on:
    • Personnel.
    • Leave Category.
  5. Click the Search button.
    screenshot of the leave balances page, with a highlight on the search filters and search button

    Helpful Hint

    You will now see your employee's leave balance per category and any pending requests they may have. Their continuous employment date will be used to determine their leave balances (for AIO users).

    screenshot of the leave balances page
View an employee's leave availability
  1. Click the   Time menu.
  2. Under Leave, click the Leave Management submenu.
  3. Click the Leave Calendar tab.
  4. Choose from the following filter options:
    • Month.
    • Year.
    screenshot of the leave availability screen
View who approved/declined an employees requested leave
  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Hover over the   to see the leave approval details.
    screenshot of the leave management screen, showing the leave approval details when you hover above the small clock icon
Download leave balances
  1. Click the   Time menu.
  2. Under Leave, click the Leave Management submenu.
  3. Click the Leave Balances tab.
  4. Click the search bar and filter based on:
    • Personnel.
    • Leave Category.
  5. Click the Search button.
    screenshot of the leave balances page, with a highlight on the search filters and search button
  6. Click the Download CSV button.
    screenshot of the leave balances page, with a highlight on the download csv button

Modify data

Edit an employee's leave request

Important

You can only edit unprocessed leave requests. We mark a leave request as processed when the payslips for the Pay Run containing the applied leave request sync over to your HR platform. Use the clock symbols to see the status of the leave request. You can learn more about them in the Definitions: Symbols tab in the Further information section at the bottom of this article. Also, when an admin that has a manager edits an approved leave request that belongs to them; we will set the leave request to pending.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Action button.
  4. Click the Edit button.
    screenshot of the leave management page, highlighting the actions and edit buttons

    Important

    If you are only submitting a half day off work for your employee, then you can edit the value within the Hours field. For example, instead of nominating eight hours for a full day of leave, you can nominate four hours for a half day of leave.

  5. Make the required changes.
  6. Click the Approve button.
    screenshot of the edit leave request pop up, highlighting the approve button
Delete an employee's leave request

Warning

You can only delete a leave request if it you have not processed it yet in the payroll platform and pay slips you have not imported the pay slips into the HR platform. Use the clock symbols to see the status of the leave request. You can learn more about them in the Definitions: Symbols tab in the Further information section at the bottom of this article.

Important

You can delete approved leave requests before terminating an employee, provided you have not processed the leave requests in your payroll platform.

  1. Click the  Time menu.
  2. Click the Leave Management submenu.
  3. Click the Action button.
  4. Click the Delete button.
    screenshot of the leave management screen, with a highlight on the delete button for an employee's leave
  5. Click the Delete button.
    screenshot of the confirmation pop up to delete the employee's leave request, highlighting the delet button

Further information

Definitions: Leave status
Pending.  The leave request is waiting for a manager to approve. 
Approved.  A manager has approved a leave request. 
Partially approved.  One of the two required managers has approved a two-level leave request. 
Declined.  A manager has rejected a leave request. 
Definitions: Clock messages
Created at.  Provides a timestamp of the leave request creation date. 
Synced at.  Provides a timestamp of when the leave request tried to sync with Employment Hero Payroll. 
Sync successful.  States whether the synchronisation of the leave request between Employment Hero and Employment Hero Payroll has been successful. 
Edited at.  Provides a timestamp of the last edit done to the leave request after a previous Employment Hero Payroll synchronisation attempt. 
Definitions: Symbols
Icon.  Name.  Description. 
  Purple clock.  Used for pending or declined leave requests that have not synchronised with Employment Hero Payroll. 
  Green clock.  Used for approved leave requests that have synchronised with Employment Hero Payroll. 
  Red clock.  Used for approved leave requests that have not synchronised with Employment Hero Payroll. 
  Orange clock.  Used for pending, approved, or declined leave requests that have had changes made to them after synchronising with Employment Hero Payroll. 
  Aeroplane. You can use the Aeroplane symbol to see if a leave request includes public holidays. The Aeroplane symbol will only show next to approved leave requests. 
  Message.  Employee has left a note regarding this leave request. 
  Download.  Employee has attached a file to this leave request. 
  Exclamation.  Used to alert an Admin that the employee has entered leave hours for a public holiday. 
Workflow: Two-level leave requests

Once you have enabled the Two-Level Leave feature, your employees will require their leave request to have approval from their primary and secondary managers. The workflow for this process is:

  1. The employee lodges their leave request.
  2. Primary and secondary managers will receive an email notification of this leave request.
  3. A manager (any of the two managers) approves the leave request.

    Important

    The status of the request will change to Partially Approved, with the first manager's name appearing when hovering over the leave request in the availability section.

  4. The second manager now approves the leave request.

    Helpful Hint

    Employees with one manager will only require the primary manager to approve their request even though two-level leave approval is active.

    Important

    The status of the request will show Approved, and both managers’ names will appear when hovering over the leave request in the availability section.

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