Setting up leave requests

Introduction: In this section, you can manage the number of days off and set up different types of leaves for employees to request (e.g. standard leave, maternity/paternity leave, bereavement leave, etc.).

·         Types of Time off:

Introduction: In this section, you can set up different types of leaves for employees to request (e.g. standard leave, maternity/paternity leave, bereavement leave, etc.).

Steps:

Step 1: Log in to the Web and go to the Avatar section in the top right corner.

Step 2: Select the Settings section.

Step 3: Choose the Time off section 

Step 4: Select Time off type -> create new

Step 5: Enter the necessary information and click Create New

Note:

Name: You can name the leave according to your preference.

Keyword: The system will automatically generate keywords when you enter the Leave name. Alternatively, you can edit the keyword as desired (Note: keywords must be capitalized, without accents, and without spaces).

Number of leave days: Enter the number of days allotted for this type of leave (Note: If you enter 0 days, employees will not be able to use this type of leave for requesting, as no specific number of days is allotted).

Department/Employee: You can choose to apply this type of leave to specific departments or quickly select employees if desired.

Paid Method: The system has 2 default options for you to choose from: Pay Salary and Do Not Pay Salary.

Type: The system has 2 default types for you to choose from: Yearly and Monthly.

Form of work: Choose to apply to the type of work arrangement you want.

Accumulating by month: This mode is used for Monthly type of leave. 

Case 1 - 1 day/month leave type without Accumulation enabled: The software will automatically grant 1 day of leave at the beginning of each month for employees. If an employee does not use that day of leave in a month, it will be forfeited, and a new day of leave will be granted in the next month.Case 2 - 1 day/month leave type with Accumulation enabled: The software will automatically grant 1 day of leave at the beginning of each month for employees. If an employee does not use that day of leave in a month, it will be accumulated to the next month.

Sufficient Day: Allows granting of sufficient days of leave for an employee (including new employees).

Expiry Date: You can set an expiry date for this type of leave. In case the leave type has accumulated days from the previous year to the new year, when the expiry date arrives, employees will not be able to use this type of leave for further requests.

·         Leave Setting:

Introduction: In this section, you can set up various types of leave for employees to choose from when requesting time off.

Steps:

Step 1: Log in to the Web and go to the Avatar section on the top right.

Step 2: Select the Settings option.

Step 3: Choose the Time off option 

Step 4: Select Time off Setting 

Step 5: Choose the types of leave to hide and click Update 

Note:

Daily leave based on working days:

The software will deduct the number of days off based on the number of shifts the employee selects when creating a leave request.

Case 1: Employee A has a morning shift (0.5 day off) and an afternoon shift (0.5 day off) in a day. If they want to take leave for one of the two shifts, when creating a leave request, the employee must choose Type: In a day and select the correct shift they want to take leave for. Assuming the employee chooses Type: 1/2 day off, the software will calculate the number of leave days as 0.25.

Case 2: Employee A has a morning shift (0.5 day off) and an afternoon shift (0.5 day off) in a day. If they want to take leave for the whole day, when creating a leave request, the employee must choose Type: In a day and select both the morning and afternoon shifts.

Case 3: On the employee's work schedule, there are 2 or more shifts in a day (each shift is 1 day off), if they want to take leave for the whole day, when creating a leave request, the employee must choose Type: In a day and select the correct shift they want to take leave for.

Case 4: For employees requesting leave for multiple days, when creating a leave request, the employee chooses Type: Multiple days and selects the correct shifts they will take leave for during that period

·         Leave by vacation days:

Case 1: Employee A has a morning shift (0.5 day off) and an afternoon shift (0.5 day off) in a day and wants to take leave for one shift. When creating a leave request, they should choose Type: 1/2 day off and select the correct shift they want to take leave for.

Case 2: Employee A has a morning shift (0.5 day off) and an afternoon shift (0.5 day off) in a day and wants to take leave for the whole day. When creating a leave request, the employee must choose Type: In a day and select both the morning and afternoon shifts.

·         Leave by employee:

Introduction: In this section, you can track leave days by each employee within the desired time range, and export an Excel file for tracking purposes.

Steps:

Step 1: Log in to the website and go to the Avatar section on the top right.

Step 2: Select the Settings section.

Step 3: Choose the Time off section 

Step 4: Select Time off List 

Step 5: Choose the time range, employee you want to track, and Export file