Available for the following EmploymentOS plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR classic plans: Standard, Premium, Platinum
Available for the following user access level: Admin
Employee leave management is the process and policies designed for your business to handle requests for time off for staff leave. This may include vacation, holidays, sick leave, and parental leave. A successful leave management platform provides a way to manage these requests and makes sure your organisation takes care of both your employees' needs and your company's legal requirements.
The HR Leave Management feature allows you to approve or decline employee-submitted leave requests, view their leave balance, and delete records when they are no longer needed.
Important
Before being able to manage leave requests within your organisation, you will need to:
- Make sure all your employees have an assigned manager.
- Enable and assign locations and public holiday calendars.
Interactive learning
Approve or decline leave
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Action button.
- Click the View button.
- Click the Approve button.
- Click the Time menu.
- Click the Leave Management submenu.
- Select the employees that need a leave request approved.
- Click the Approve Selected button.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Action button.
- Click the View button.
- Click the Decline button.
- Click the Time menu.
- Click the Leave Management submenu.
- Select the employees that need a leave request declined.
- Click the Decline Selected button.
- Enter the reason for declining the leave request.
- Click the Decline button.
Filter results
Important
A primary and/or secondary manager can only view their employees' submitted leave requests, whereas an administrator can view all submitted leave requests.
- Click the Time menu.
- Click the Leave Management submenu.
- 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.
- Click the Search button.
Submit a request
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.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Add New Leave Request button.
- 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 name of the person 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.
- 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.
- Click the Approve button.
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.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Add New Leave Request button.
- 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.
- Who is thie leave request for?
- Click the Next button.
- Click the Approve button.
Important
Once you approve a re-submitted leave request, the leave request will re-sync automatically.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Actions button.
- Click the Edit button.
- Make the required changes.
- Click the Approve button.
- Log in to Employment Hero.
- On your Employment Hero dashboard, you will see your leave calendar.
- Hover over the day on which you wish to add a leave request.
- Click on the plus sign.
- Add the following details:
- Who is this leave request for?
- Personnel
- Leave type
- From
- Leave duration
- To
- Comment (optional)
- File upload.
- Click on Save or Approve in the bottom right-hand side of the pop-up window.
View and download employee data
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Leave Calendar tab.
- Here you will see your staff leave in calendar format.
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.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Actions button.
- Click the View button.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Leave Balances tab.
- Click the search bar and filter based on:
- Personnel.
- Leave Category.
- Click the Search button.
- 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 New HR platform users).
- Click the Time menu.
- Under Leave, click the Leave Management submenu.
- Click the Leave Calendar tab.
- Choose from the following filter options:
- Month.
- Year.
- Click the Time menu.
- Click the Leave Management submenu.
- Hover over the to see the leave approval details.
- Click the Time menu.
- Under Leave, click the Leave Management submenu.
- Click the Leave Balances tab.
- Click the search bar and filter based on:
- Personnel.
- Leave Category.
- Click the Search button.
- Click the Download CSV button.
Modify data
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 Employment Hero. 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.
- Click the Time menu.
- Click the Leave Management submenu.
- Click the Action button.
- Click the Edit button.
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.
- Make the required changes.
- Click the Approve button.
- Log in to Employment Hero.
- Click on Time in the left-hand side menu.
- Click on Leave Management.
- Click on the Leave Requests tab.
- On the leave request that you wish to edit, click on Actions.
- Click on Edit.
- Add in the leave taken on the days on which you have a leave request.
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