Available for the following New 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:
- Make sure all your employees have an assigned manager.
- Enable and assign locations and public holiday calendars.
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
Approve or decline leave
- Click the Time menu.
- Click the Leave Management submenu.
- Find the relevant leave request. Use the "Filter results" drop-down in this article to narrow down your results.
- 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.
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.
- Click the Time menu.
- Click the Leave Management submenu.
- Find the relevant leave request. Use the "Filter results" drop-down in this article to narrow down your results.
- Click the Action button.
- Click the View button.
- Click the Decline button.
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.
- 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
Primary and secondary managers can only view leave requests submitted by their own employees. Administrators can view all leave requests, including those from employees they do not manage, by selecting "All personnel" in the Reporting personnel filter.
- 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 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.
-
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.
-
- 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.
- Find the relevant leave request. Use the "Filter results" drop-down in this article to narrow down your results.
- Click the Actions button.
- Click the Edit button.
- Make the required changes.
- Click the Approve button.
View and download employee data
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.
- Find the relevant leave request. Use the "Filter results" drop-down in this article to narrow down your results.
- 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.
Helpful Hint
You will now see your employee's leave balance per category and any pending requests they may have.
- Log in to the Employment Hero HR platform.
- Click on Time.
- Click on Leave Management.
- From the Status drop-down menu, select Partially-Approved.
- Click on Apply.
- 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 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.
- Click the Time menu.
- Click the Leave Management submenu.
- Find the relevant leave request. Use the "Filter results" drop-down in this article to narrow down your results.
- 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.
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.
- Click the Time menu.
- Click the Leave Management submenu.
- Find the relevant leave request. Use the "Filter results" drop-down in this article to narrow down your results.
- Click the Action button.
- Click the Delete button.
- Click the Delete button.
Further information
| Pending. | The leave request is waiting for a manager to approve. |
| Approved. | A manager has approved a leave request. |
| Processing. | 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 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. |
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 Processing, 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.
If you received a 'Delivery has failed' email when trying to approve leave in Employment Hero, it is likely due to an email configuration issue. Here's how to resolve it:
Cause of the Issue
This error typically occurs because the "Email Organiser" option is enabled in Outlook. Employment Hero uses a no-reply email address (no-reply@employmenthero.com) to send notifications. This email address is not set up to receive replies, so any emails sent to it will result in a delivery failure.
How to Fix It
To prevent this issue:
-
Disable the "Email Organiser" Option in Outlook:
- Open your Outlook settings.
- Locate the "Email Organiser" feature (specific steps may vary depending on your Outlook version).
- Disable this option before approving or responding to calendar invites.
-
Verify Leave Requests in Outlook Calendar:
- Disabling "Email Organiser" will not affect leave requests. They should still appear correctly in your Outlook calendar.
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