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Leave Management

Posted
Updated
ByNick

Flowlogic has the functionality for users to submit leave through the system. In this section we will cover the leave creation and leave management processes.

Creating a Leave Request

  • The instructions below outline the process for users to submit a leave request.
  1. First click on the username at the top right and then click on “Leave Requests”
  2. You will then be taken to the “My Leave Requests” page which will show any existing leave requests and at the top right you will have a “Create Leave Request” button which upon clicking will take you to the “Create Leave Request” page.                                                                                                         
  3. Select your “Leave Type” (these options will vary depending on your system configuration)
  4. Select your “Leave Area” (this may default to a certain option depending on your permissions)
  5.       Select your “Leave Period”
Leave TypeDescriptionRequirements for Submisson
 
Partial day This option lets you submit leave for a portion of a day (e.g. for doctor appointments).
  1. Leave Date
  2. Start Time (This is when you will be on leave from)
  3. End Time (This is when you will return from leave)
 
Single Day This option lets you submit leave for a single day.
  1. Leave Date
 
More than a day More than a day – This option lets you submit leave for multiple days.
  1. Leave Starts From (This is the day your leave will start)
  2. Leave Finishes On (This is the day your leave will finish)
  3. Number of Leave Days (This will automatically calculate based on the dates you entered above)

*Note* For the “Single day” and “More than a day” leave periods, the system will automatically calculate the “Total Number of Rostered Shift hours” based on the user’s roster after the leave is saved.

  1. Enter the notes for your leave (e.g. I will be taking Friday off because I will be sick)
  2.      Depending on your system configuration you may also be able to select an “Approving Officer” which is the person that will be notified when you submit your leave request.

 

*Note* Please note that this may be optional or mandatory

 

  1. Once you have filled in the leave request form you can either:
 

a.    Check the “Save as draft” button which when you save the leave request will not submit the leave but allow you to come back to the request and make adjustments prior to submission.

b.    Click the “Save & Close” or “Save & View” buttons which will submit the leave request to be reviewed by your administration team.

 

Once you have submitted your leave, the administration team will review the request and either:

  • Approve the leave
    • This means there are no issues with the leave
  • Decline the leave
    • This could be declined for a number of reasons and the admin team should be contacted for clarification.
  • Return the leave
    • If there is information missing or your administration team think it was input correctly, they may return the leave request with a note as to why.
    • The leave can then be corrected and resubmitted.

Managing Leave

As an administrator you can manage leave requests, this includes approving, declining, cancelling or returning leave. To manage leave requests, you will need to navigate to the “Leave Management” section.

Leave management is located under the “Finance and Payroll” menu in the top right.

On this page you can set a filter for the leave requests you would like to view. These filters may include:

  • Staff
    • Allows you to filter for a specific staff member
  • Employment Contract
    • Allows you to filter for a specific employment type e.g. Full-time, Part-time
 
  • From Date
    • This from date is for the leave itself, e.g. filter for leave dates that are from the 8th of May

 
  • To Date
    • This is the date the leave itself would finish on, e.g. filter for leave dates that finish on the 23rd of May
  • Date Match Mode
    • This lets you set the date match mode for the leave filtering, the options for this dropdown are
      • Any overlap with the specified date range
        • Any leave requests that fall within the date range specified, e.g. any leave requests that start, finish or span over the specified date range.
      • First day of leave request falls within specified date range
        • Any leave requests that have the start date fall within the specified date range.
      • Last day of leave request falls within specified date range
        • Any leave requests that have the end date fall within the specified date range.

 
  • Area
    • This lets you filter for leave requests that are submitted for a specific area
  • Entry Status
    • This allows you to filter for leave requests that have a certain submission status, including:
      • Sent
      • Pending
      • Approved
      • Declined
      • Returned
      • Cancelled
      • Processed

 

Leave Conflicts

  1. Staff may submit a leave request that conflicts with an existing shift in their roster. When you are reviewing the leave, you can fix these conflicts. Depending on your system settings fixing a conflict may results in different results.
To fix a conflict you will need to do the following:
  1. Open the leave request with the conflict and navigate to the “Roster Schedule Conflict Detected” bar.
  1. Check the shift you would like to fix
  1. Click the “Fix conflicting shift” button
  1. A popup window will appear with a confirmation message that may be different to what is shown below depending on your system configuration
  1. You can then select “OK” and the conflicting shifts will be fixed.
  2. The conflicting shifts  bar will then turn blue with the “Fix” button changing to “Fixed”

 

Approving Leave

Once any leave requests have been fixed you can then approve the leave.

You can approve the leave in two ways, either by utilizing the dropdown menu from the leave management screen or by opening the leave request and approving it through there.

Approving leave through the leave management section is down by using the dropdown menu on the leave request:

Approving leave through the leave request itself is done by:

  1. Clicking the “Edit” button on the leave request

  1. Navigate to the bottom of the page to the “Leave Request Status” section

  1. Using the “Update Status” dropdown you can select “Approved”
 

  1. To the right of the “Update Status” dropdown there is a “Force new Snapshot on Save” dropdown which when set to “Yes” will take a new snapshot of the roster to get the number of hours that a staff member may get paid for the leave request. *Please note this may not be applicable to your system*

 
  1. Once “Approved” is selected you may then click the “Save & Close” button.

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