Assign and Edit Leave

Overview

If you have Leave configured in your portal, you're then able to assign and manage those leave types in the individual employee profiles. The Leave tab is where you manage their Leave Approver, view leave balances and assign leave categories.

Set a Leave Approver

You will be able to select any Admin or Approver who has been set up in the portal as an employee’s Leave Approver. This user can be different to the Primary Approver for timesheets. 

To set the Leave Approver for an employee:

1. Go to Users > Employees > select the employee > Leave.

2. Select an approver from the Leave Approver drop-down list.

3. Click Save.

You can only assign one leave approver to the employee. 

Assign Leave to an Employee

Leave categories can be assigned to an employee profile so that they can submit leave requests and accrue leave for that category.

To assign a leave category to an employee:

1. Go to Users > Employees > select the employee > Leave.

2. In the bottom right of the screen, select the leave category from the Assign New drop-down list.

3. Click Assign.

When a leave type is assigned to an employee, it will be displayed in the Leave Balances section on the employee's Leave tab. 

Unassign a Leave Type

Leave types that have been assigned to an employee can be unassigned in their Leave tab. Tick the checkbox next to the leave type that needs to be removed, then select Unassign Selected > OK to confirm the change. 

If the leave type has a balance other than zero, you won't be able to unassign it. You'll need to edit the balance to zero before you can unassign the leave type. 

Edit a Leave Balance

The current balance for each assigned leave category will show in the Leave Balance section of an employee’s Leave tab.

To edit an existing leave balance:

1. Go to Users > Employees > select the employee > Leave.

2. Click Edit for the leave balance you would like to change.

3. Enter the correct balance as a decimal value. The system will convert the decimal you enter into hours and minutes value (eg 0.5 as a decimal would convert to 0h 30m).

4. Click Apply Changes.

Ensure that you enter the total balance, not just the amount you would like to add or remove from the balance.

Leave Start Dates

The Start Date that appears for a leave category that has been assigned to an employee is the date that the leave category has been assigned to that employee.

You can edit the Start Date that displays against a leave category by clicking Edit, then entering the revised date and clicking Apply Changes.

IMPORTANT: In Australian portals, changing the Start Date for a leave category does not impact how accruals are calculated. The original date that a leave category is assigned to an employee will still be applied. Any changes made are for display only and, as there is no audit trail on changes to this field, we do not recommend editing it.

In New Zealand portals, when a leave category is assigned to the NZ region, updates to the Start Date will impact how accruals calculate.