aiku
Documentation

Handling leave requests

4 min read · #hr · #leave

Staff ask for leave themselves, from the Leave tab of their Employee Clocking page, with Request Leave. What they send arrives here as pending.

Finding a request

Open HR → Leave Requests. Each card shows the employee, the leave type, the Leave period with the number of days, how far the Approval has got, the reason, any attachments and who the leave is Covered by.

Above the cards:

  • Search by employee, leave type or reason.
  • Status: All, Pending, Approved or Rejected.
  • All leave types narrows the list to one type.
  • From and To show the leave that falls inside those dates.
  • Clear filters puts everything back.

Export downloads the leave report as Excel or CSV, for the dates, type, status, department and employee you choose.

Recording leave for someone

Press Record leave when the request did not come through aiku: a sick day phoned in, a holiday agreed on paper.

  1. Pick the Employee.
  2. Pick the Leave Type, the Start Date and the End Date.
  3. Optionally choose who it is Covered by. See Covering for a colleague on leave.
  4. Add a Reason if you want one on record.
  5. Press Record leave.

Leave recorded this way is approved immediately. It does not wait for an approver.

Approving and rejecting

A pending card shows Approve and Reject to the people who are approvers for that request. Approvers are set on the Leave Approval tab of the same page.

  • Approve opens Approve leave, where you can also choose the cover, then Yes, approve.
  • Reject asks for a Rejection Reason. The employee sees it, and it stays on the card.

Where a request needs more than one approver, the Approval box shows the level reached, for example Level 1 of 2, and who has already decided. The leave is approved when the last level approves it. A rejection at any level rejects it.

Once a request is approved or rejected it shows Processed and the buttons go. It can't be approved or rejected a second time.

Editing

Edit is there for approvers, on pending requests only. You can change the leave type, the dates, the reason, the cover and the attachments. New attachments replace the ones already there.

Deleting

Delete removes a request for good, so aiku asks first and tells you what you are about to undo:

  • Pending: the request has not been decided yet, and the approvers will no longer see it.
  • Approved: the leave comes off the employee's leave record and the leave calendar, and any absence cover assigned to it ends. The button reads Delete anyway.
  • Rejected: the request and the reason it was rejected come off the employee's leave record. The button reads Delete anyway.

The leave calendar

The Dashboard tab is the calendar: one row per employee, one column per day, each leave drawn in the colour of its type. Leave still waiting for approval is striped, and holidays and weekends are shaded.

  • Switch between Month and Week, and step back and forward with the arrows.
  • Search for a name, or filter by employee, leave type or department.
  • Sort by name, last name, first name or department.
  • Click a leave to see its Leave Details.
  • Export downloads the leave report as Excel or CSV, or opens it as a Print View.

The Leave calendar quick action on the HR dashboard opens this same page.

One employee's leave

Open an employee and choose the Leave tab.

  • Period picks a year, or All time. It starts on the current year.
  • The tiles count Total requests, Approved, Pending and Rejected, plus the Days taken. Click a tile to list only those requests.
  • Leave balance and By leave type show how the approved days are split.
  • Leave requests lists each request with the same details as the cards on the main page.
  • Open in Leave Requests takes you to the main page, already searched for this employee, where you can act on a request.

Related documentation