Leave | Create Leave Requests for Users

1) Overview
2) Create leave requests through the user page
3) Create leave request through the roster
4) Creates leave requests through the timesheet
5) Convert timesheet shifts to leave shifts
6) Recurring leave requests

 

🔍 RELATED ARTICLES

Leave | Calculation / Shift Length Troubleshooting

 

1) Overview

A leave request is required by most organisations for any form of planned leave or time away from work. A leave request contains important information regarding the time away and is sent to an individual within the organisation for approval.

If an organisation requires leave requests to be submitted then the following content can help to guide users through the process.

 

NOTE: A user's leave will be created in their most commonly worked role on the day that the request is created for.

 

2) Create leave requests through the user page

  1. Click Leave.
    nav_lev.png
  2. Click Manage leave.
    lev_mng-lev.png
  3. Click Create leave request for a specific user.
    leav_crt-spec-usr.png
  4. Select the user (for this example "Thomas Anderson" has been selected.
  5. The New leave request dialogue is displayed.
    • Under the Type & users section:
      • Choose the leave type from the drop down.
      • Select if the request is paid / unpaid.
      • You can add other users to the same leave request, but the system will still only display details (balances) relating to the user selected in the previous step.
      • If your organisation is displaying entitlement balances inside of Easy Employer, they will be displayed on the dialogue.
      • Click Next.
        crt-lve-req_typ.png
  6. Dates.
    • Select the dates of the request by clicking the calendar icon.
    • Leave automatically calculate ticked to let the system automatically calculate hours based on the user standard working pattern.
      • Full timer - based on a 38 hour week Monday to Friday, the system will create the leave shifts for 7.6 hours on each day (the leave shift will automatically be nullified on a day if there is a public holiday that falls into this period and it is on a standard day for the employee).
      • Part timer - the system will create the leave shifts based on an average of the employees roster shifts over a 8 week period (this is the system default, your organisation might have a custom arrangement. The leave shift will automatically be nullified on a day if there is a public holiday that falls into this period and it is on a standard day for the employee).
    • Click Next.
      crt-lve-req_dts.png
  7. Comment.
    • Enter a comment if it is applicable (this comment will be viewable by any manager that has access to this user and also the user you are creating the request for).
    • Click Next.
      crt-lve-req_cmnt.png
  8. Review.
    • Review the information.
    • Click Previous to go back and make any changes.
    • Click Finish.
      crt-lve-req_rvw.png
  9. The leave request has now been created.
  10. The user will receive a notification that the request has been created.
  11. If the request is for the current timesheet period, leave shifts will now show on the timesheet.

 

3) Create leave requests through the Roster

  1. Open the Roster.
    home_opn-curnt-rstr.png
  2. On the roster, click the user's name (for this example "Thomas Anderson" has been selected).
  3. Click Leave.
    home_opn-curnt-rstr_choos-site_usr_leav.png
  4. The leave page for that particular user is displayed.
  5. Click Create leave request to create a new request.
    home_opn-curnt-rstr_choos-site_usr_leav_prof_crt.png
  6. From here, the steps to create a new leave request are as per the instructions above (Creating a leave request through the user page).

Note:

On this page you can also see and make changes to existing leave requests:

  1. Click Actions.at the end of the row of the leave you'd like to change.
  2. Click Edit to modify a leave request.
    home_opn-curnt-rstr_choos-site_usr_leav_prof_edt.png
    Click Delete to remove the leave request.
    home_opn-curnt-rstr_choos-site_usr_leav_prof_del.png
  3. You can also Edit end date or get more Information about the leave request.

 

4) Creates leave requests through the timesheet

  1. Open the Timesheet.
    home_opn-curnt-timsh.png
  2. On the timesheets, click the user's name (for this example "Thomas Anderson" has been selected).
  3. Click Leave.
    tmshts_usr_lve.png
  4. A popup windows displays showing any leave in the current roster period.
  5. Click Create leave to create a new request.
    tmshts_usr_lve_crt.png
  6. The Create leave request page is displayed. Follow the steps to create a new leave request are as per the instructions above (Creating a leave request through the user page).

Note:

If a user has any existing leave request for that period, they are displayed in the popup window. 

Click Actions at the end of the row of any existing leave request to Edit, Delete, Edit end or get more Information about the leave request.

tmshts_usr_lve_xst_actns.png

 

5) Convert timesheet shifts to leave shifts

If your organisation generates timesheets based on the roster shift, and not by our time collection systems, converting a timesheet shift to a leave shift could be useful

  1. Open the timesheet.
  2. Click the shift you would like to convert to a leave shift.
  3. Click Edit actual shift and the edit actual shift dialogue will show.
    tmsh_mng-tmsh.png
    Click Convert to leave to change the shift to a leave shift.
    tmsh_mng-tmsh_edt_cnvrt-leav.png
  4. Convert to leave dialogue.
    • Choose the leave type.
    • Choose if the request is paid or unpaid.
    • Click Save.
    tmsh_mng-tmsh_edt_cnvrt-leav_sav.png
  5. The timesheet shift will now show as a leave shift.

 

6) Recurring leave requests

Start the leave request process as per instructions above for the intended user, then:

  1. Under Types & users, select the leave type (annual leave, carers leave, paid, unpaid).
  2. Click Next.
    crt-rec-lve_typ.png
  3. Under Dates, click Recurring dates.
    crt-rec-lve_dts.png
  4. The Recurrence Time section has the Start of day and End of date ticked by default, and set with the default start and end times*.
    Untick these options to set a different start and end time or set a custom duration in hours.
    crt-rec-lve_dts_rec-tim.png
    *The default start and end times are set under the Organisation's General Rules.
    def-strt-end-time.png
  5. Set the Recurrence Pattern. Select the specific day(s) and applicable repetition patterns (for instance, the example below is for someone requiring to take a number of consecutive Tuesdays to assist to a Seminar).
    crt-rec-lve_dts_rec-ptrn.jpg
  6. Set the duration of the recurrence by setting a start and end date, or set it to end after a number of recurrences (in this example, this user is taking five consecutive Tuesdays).
  7. Click Next.
    crt-rec-lve_dts_rec-rng.jpg
  8. Add comments (if required).
  9. Click Next.
    crt-rec-lve_cmnts.png
  10. Review all the details are correct.
  11. Click Finish.
    crt-rec-lve_rvw.png

 

NOTE:

If the intended recurring leave requires a combination of leave types, for instance a combination of paid and unpaid leave, file separate recurring leave requests as per the instructions above for each of the leave types, e.g., one for the paid leave days and another for the unpaid leave days.

Kristian N. -
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