Employee leave management is the processes and policies designed for your business to handle requests for time-off for staff leave, inclusive of 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, with the ability to see their leave balance and any conflicting leave requests. You can also use this feature to submit a request for an employee, edit a submission if it contains errors, and delete a record if it is no longer required.
If your employees have a primary and secondary manager and you wish to have both managers approve the leave request, you can do this through the Two-Level Leave feature. To read further details on how to enable this feature, refer to the following article.
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.
Daily activities
Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.
Availability
| HR Plan: | Premium | Platinum |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
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 system will automatically approve the leave. When an admin submits a personal leave request, the system will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Management tab.
- Click the Add New Leave Request button.
- Complete the following fields:
- Employee.
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 category.
- Start date.
- End date.
- Comment.
- Click the Add Document button to add any required files.
Helpful Hint
You can click on the Expand button to display the leave details for each month.
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.
- Click the Submit button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Management tab.
- Click the Actions button.
- Click the View button.
- Click the Approve button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Management tab.
- Select the employees that need a leave request approved.
- Click the Approve Selected button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Management tab.
- Click the Actions button.
- Click the View button.
- Click the Decline button.
- Click the Leave menu.
- Click the Management submenu.
- Select the employees that need a leave request declined.
- Click the Decline Selected button.
- Enter the reason for declining the leave requests and click the Decline button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Balance tab.
- Choose from the following filter options:
- Employees.
- Leave Category.
- Click the Search button.
- Click the Adjust Balance button.
- Complete the following fields:
- New balance.
- Reason.
- Click the Adjust button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Balance tab.
- Choose from the following filter options:
- Employees.
- Leave Category.
- Click the Search button.
- Click the Download CSV button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Balance tab.
- Choose from the following filter options:
- Employees.
- Leave Category.
- Click the Search button.
- Click the Bulk Import Balances button.
- Click or drag the desired file onto the Upload tile.
- Click the Yes button.
- Choose which columns in the CSV file to map to which field in platform.
- Click the Continue button.
Helpful Hint
You will now see a status page letting you know the upload was successful.
Availability
| HR Plan: | Premium | Platinum |
| Payroll Plan: | Standard | Premium |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
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 system will automatically approve the leave. When an admin submits a personal leave request, the system will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.
- Click the Leave menu.
- Click the Management submenu.
- Click the Add New Leave Request button.
- Complete the following fields:
- Employee.
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 category.
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.
- End date.
- Comment.
- Click the Add Document button to add any required files.
Helpful Hint
You can click on the Expand button to display the leave details for each month.
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.
- Click the Submit button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the View button.
- Click the Approve button.
- Click the Leave menu.
- Click the Management submenu.
- Select the employees that need a leave request approved.
- Click the Approve Selected button.
Warning
When an admin approves a leave request, it automatically synchronises with your payroll platform. If you decline a processed leave request, it triggers a notification that the platform sends to your payroll administrator, requiring them to update the employees' leave request on the payroll platform. The payroll platform will 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.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the View Details button.
- Click the Decline button.
Warning
When an admin approves a leave request, it automatically synchronises with your payroll platform. If you decline a processed leave request, it triggers a notification that the platform sends to your payroll administrator, requiring them to update the employees' leave request on the payroll platform. The payroll platform will 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.
- Click the Leave menu.
- Click the Management submenu.
- Select the employees that need a leave request declined.
- Click the Decline Selected button.
- Enter the reason for declining the leave request and click the Decline button.
Availability
| HR Plan: | Premium | Platinum |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
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 system will automatically approve the leave. When an admin submits a personal leave request, the system will automatically approve the leave request unless the admin has a primary manager assigned to them on their profile.
- Click the Leave menu.
- Click the Management submenu.
- Click the Add New Leave Request button.
- Complete the following fields:
- Employee.
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 category.
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.
- End date.
- Comment.
- Click the Add Document button to add any required files.
Helpful Hint
You can click on the Expand button to display the leave details for each month.
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.
- Click the Submit button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the View button.
- Click the Approve button.
- Click the Leave menu.
- Click the Management submenu.
- Select the employees that need a leave request approved.
- Click the Approve Selected button.
Warning
When an admin approves a leave request, it automatically synchronises with your payroll platform. If you decline a processed leave request, it triggers a notification that the platform sends to your payroll administrator, requiring them to update the employees' leave request on the payroll platform. The payroll platform will 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.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the View Details button.
- Click the Decline button.
Warning
When an admin approves a leave request, it automatically synchronises with your payroll platform. If you decline a processed leave request, it triggers a notification that the platform sends to your payroll administrator, requiring them to update the employees' leave request on the payroll platform. The payroll platform will 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.
- Click the Leave menu.
- Click the Management submenu.
- Select the employees that need a leave request declined.
- Click the Decline Selected button.
- Enter the reason for declining the leave request and click the Decline button.
Data management
Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.
Availability
| HR Plan: | Premium | Platinum |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
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 Leave menu.
- Click the Management submenu.
- Click the Leave Management tab.
- Click the Filter button and choose from the following options:
- Date range.
- Employee.
- Leave category.
- Status:
- Pending leave.
- Approved leave.
- Declined leave.
- Employee status:
- Direct employees.
- Indirect employees.
- All employees.
- Click the Search button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Management tab.
- Click the Actions button.
- Click the View button.
Helpful Hint
You will now see the details of the leave request on your screen.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Balance tab.
- Choose from the following filter options:
- Employees.
- Leave Category.
- Click the Search button.
Helpful Hint
You will now see on your screen, your employees leave balance per category and the balance of planned leave they have approved.
- Click the Leave menu.
- Click the Management submenu.
- Click the Leave Management tab.
- Choose from the following filter options:
- Month.
- Year.
Important
A stroked shading shows a partial leave request, while a solid colour shows a full day’s leave request. To read further information on this feature, refer to the following article section Explanation: Partial leave.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Edit button.
Helpful Hint
Clicking the Edit button will redirect you to the Request Leave page.
Helpful Hint
You can use the Expand button to display the leave details for each month.
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 to your employees leave request, then click the Submit button.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Delete button.
- Click the OK button.
Availability
| HR Plan: | Premium | Platinum |
| Payroll Plan: | Standard | Premium |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
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 Leave menu.
- Click the 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.
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 symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the View button.
Helpful Hint
You will now see the details of the leave request on your screen.
Warning
Only the leave balances for pending leave requests and employees who have submitted a leave request will appear on the Leave Management page. To view the leave balance for employees who do not meet these criteria, you will need to go to the request leave page and select that employee.
- Click the Leave menu.
- Click the Management submenu.
- Hover over the to see the leave balance details.
- Click the Leave menu.
- Click the Management submenu.
- Choose from the following filter options:
- Personnel.
- Leave Category.
- Status.
- Reporting personnel:
- Direct.
- Indirect.
- All Personnel
- Click the Search button.
Important
A stroked shading shows a partial leave request, while a solid colour shows a full day’s leave request. To read further information on this feature, refer to the following article section Explanation: Partial leave.
Important
The ability to edit a leave request is only available for unprocessed leave requests. The HR platform marks 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 symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols. 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 Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Edit button.
Helpful Hint
Clicking the Edit button will redirect you to the Request Leave page.
Helpful Hint
You can use the Expand button to display the leave details for each month.
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, then click the Submit button.
Important
The ability to delete a leave request is only available if the payroll platform has not processed the leave request within a pay run and imported the pay slips into the HR platform. Use the Clock symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Delete button.
- Click the Delete button.
Availability
| HR Plan: | Premium | Platinum |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
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 Leave menu.
- Click the Management submenu.
- Click 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.
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 symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the View button.
Helpful Hint
You will now see the details of the leave request on your screen.
Warning
Only the leave balances for pending leave requests and employees who have submitted a leave request will appear on the Leave Management page. To view the leave balance for employees who do not meet these criteria, you will need to go to the request leave page and select that employee.
- Click the Leave menu.
- Click the Management submenu.
- Hover over the to see the leave balance details.
- Click the Leave menu.
- Click the Management submenu.
- Choose from the following filter options:
- Personnel.
- Leave Category.
- Status.
- Reporting personnel:
- Direct.
- Indirect.
- All Personnel
- Click the Search button.
Important
A stroked shading shows a partial leave request, while a solid colour shows a full day’s leave request. To read further information on this feature, refer to the following article section Explanation: Partial leave.
Important
The ability to edit a leave request is only available for unprocessed leave requests. The HR platform marks 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 symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols. 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 Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Edit button.
Helpful Hint
Clicking the Edit button will redirect you to the Request Leave page.
Helpful Hint
You can use the Expand button to display the leave details for each month.
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 to your employees leave request, then click the Submit button.
Important
The ability to delete a leave request is only available if the payroll platform has not processed the leave request within a pay run and imported the pay slips into the HR platform. Use the Clock symbol to see the payroll status of the leave request. You can access further information on the meaning of the clock symbol in this article section Definitions: Symbols.
- Click the Leave menu.
- Click the Management submenu.
- Click the Actions button.
- Click the Delete button.
- Click the Delete button.
Further information
Select the payroll platform you integrated with for the relevant instructions. If you do not have an integrated payroll product, click the HR Only tab.
| HR Plan: | Premium | Platinum |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
| 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. |
| Created at. | Provides a timestamp of the leave request creation date. |
| Approved by. | Provides the name of the user that approved the request. |
| Approved at. | Provides the date and time of approval. |
| Icon. | Name. | Description. |
|---|---|---|
| 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. | This means the employee has left a note regarding this leave request. | |
| Download. | This means the employee has attached a file to this leave request. | |
| Exclamation. | Used to alert the leave approver that this leave request includes public holidays. | |
| Information. | Used to alert the leave approver that this leave request will take the employees leave balance into the negatives. |
If the hours requested for the day are less than the employee's ordinary work hours, it will become a partial leave request.
This means you can easily see when an employee will be away because:
- A full day will show as a solid colour.
- A partial day will show as a stroked colour.
Helpful Hint
The partial status does not refer to the leave being partially approved; it refers to the request being only a part of the employees’ ordinary workday, not a full day.
When uploading a CSV of your organisation's leave balances, you will need to meet the following requirements:
- You have entered data in all the account email fields.
- You enter the leave balance information as numerical data.
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:
- The employee lodges their leave request.
- Primary and secondary managers will receive an email notification of this leave request.
- 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.
- The second manager now approves the leave request.
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.
Availability
| HR Plan: | Premium | Platinum |
| Payroll Plan: | Standard | Premium |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
| 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. |
| 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. |
| 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 being synchronised 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. | This means the employee has left a note regarding this leave request. | |
| Download. | This means the 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. |
If the hours requested for the day are less than the employee's ordinary work hours, it will become a partial leave request.
This means you can easily see when an employee will be away because:
- A full day will show as a solid colour.
- A partial day will show as a stroked colour.
Helpful Hint
The partial status does not refer to the leave being partially approved; it refers to the request being only a part of the employees’ ordinary workday, not a full day.
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:
- The employee lodges their leave request.
- Primary and secondary managers will receive an email notification of this leave request.
- 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.
- The second manager now approves the leave request.
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.
Availability
| HR Plan: | Premium | Platinum |
| User Access: | Employee | Manager | Admin |
We base the default access level on a per user basis and whether they have view, edit and delete access and excluding any changes made via our Custom Security feature.
| 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. |
| 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 KeyPay. |
| Sync successful. | Determines whether the synchronisation of the leave request between Employment Hero and KeyPay has been successful. |
| Edited at. | Provides a timestamp of the last edit done to the leave request after a previous KeyPay synchronisation attempt. |
| Icon. | Name. | Description. |
|---|---|---|
| Purple clock. | Used for pending or declined leave requests that have not synchronised with KeyPay. | |
| Green clock. | Used for approved leave requests that have synchronised with KeyPay. | |
| Red clock. | Used for approved leave requests that have not synchronised with KeyPay. | |
| Orange clock. | Used for pending, approved, or declined leave requests that have had changes made to them after being synchronised with KeyPay. | |
| 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. | The employee has left a note regarding this leave request. | |
| Download. | The 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. |
If the hours requested for the day are less than the employee's ordinary work hours, it will become a partial leave request.
This means you can easily see when an employee will be away because:
- A full day will show as a solid colour.
- A partial day will show as a stroked colour.
Helpful Hint
The partial status does not refer to the leave being partially approved; it refers to the request being only a part of the employees’ ordinary workday, not a full day.
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:
- The employee lodges their leave request.
- Primary and secondary managers will receive an email notification of this leave request.
- 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.
- The second manager now approves the leave request.
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.
Author recommended
So you have now managed your employees leave request and you are now wondering what next can I do. There are two recommendations I would make on this front and they are:
- HR mobile app: Leave approval This article covers the mobile app equivalent of what you have just read, and can walk you through how to manage employee leave requests on the go via your mobile phone.
- Leave Reports This section covers the different Leave Reports you can run on the HR platform, such as the Accrued Leave report or Leave Taken report.
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