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Manage leave

Loren Mathewson
Updated
EH Content Team

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:

  Interactive learning

Click here for an interactive demo

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
  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
  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 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.
  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
Add a leave request from the leave calendar
  1. Log in to Employment Hero.
  2. On your Employment Hero dashboard, you will see your leave calendar.
    find your leave calendar on the employment hero dashboard
  3. Hover over the day on which you wish to add a leave request.
  4. Click on the plus sign.
    click on plus sign on leave calendar
  5. Add the following details:
    • Who is this leave request for?
    • Personnel
    • Leave type
    • From
    • Leave duration
    • To
    • Comment (optional)
    • File upload.
  6. Click on Save or Approve in the bottom right-hand side of the pop-up window.
    add the leave details then click save or approve in the bottom right-hand side of the pop-up window

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.
    AIO leave balances personnel and leave type.
  6. 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).
    new hr platform leave balances personnel and leave type.
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 management page, highlighting personnel and leave category search button
  6. Click the Download CSV button.
    screenshot of the leave management page, highlighting 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 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.

  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
Edit an employee's leave request to include partial leave days taken
  1. Log in to Employment Hero.
  2. Click on Time in the left-hand side menu.
  3. Click on Leave Management.
  4. Click on the Leave Requests tab.
    Click on leave request tab
  5. On the leave request that you wish to edit, click on Actions.
    in leave management click on actions on the leave request you wish to edit
  6. Click on Edit.
    click on edit on your chosen leave request
  7. Add in the leave taken on the days on which you have a leave request.
    edit sick leave to partial day
  8. Click on Re-Submit for Approval.
    edit sick leave to partial day then click on resubmit for approval
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 classic platform and pay slips you have not imported the pay slips into 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.

Important

You can delete approved leave requests before terminating an employee, provided you have not processed the leave requests in your payroll classic 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 classic. 
Sync successful.  States whether the synchronisation of the leave request between Employment Hero and Employment Hero Payroll classic has been successful. 
Edited at.  Provides a timestamp of the last edit done to the leave request after a previous Employment Hero Payroll classic synchronisation attempt. 
Definitions: Symbols
Icon.  Name.  Description. 
  Purple clock.  Used for pending or declined leave requests that have not synchronised with Employment Hero Payroll classic. 
  Green clock.  Used for approved leave requests that have synchronised with Employment Hero Payroll classic. 
  Red clock.  Used for approved leave requests that have not synchronised with Employment Hero Payroll classic. 
  Orange clock.  Used for pending, approved, or declined leave requests that have had changes made to them after synchronising with Employment Hero Payroll classic. 
  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. 

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