Leave Module Tutorial

Overview#

• The Leave Module records and tracks staff leave.
• It can be added to a Menu Group by selecting Fixed (radio button).
• This module provides access to the Staff Summary which include tabs for Detail, Payroll, Leave and Productivity.
• Only full days can be tracked. The module does not provide for hours (e.g. taking an afternoon off).

💡These tutorials explain how to set up leave types, rules and holidays, and record leave.

How to Specify Holidays for Leave Calculations#

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).
2. Click Edit (button) on the top row of buttons.
3. Enter Leave in the search block.
4. Next to the setting: Leave > Holidays click Edit... in the Value column.
   • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.
5. On the popup:
   1. Click Add (button) and complete the fields as follows:
   2. Description = Enter the name of the holiday.
   3. Date = Select a date from the calendar.
   4. Click Save (button).
   5. Repeat Steps 5.1 to 5.4 to add additional days.
   6. Close the popup by clicking the X in the top right corner.

How to Create a Leave Type#

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).
2. Click Edit (button) on the top row of buttons.
3. Enter Leave in the search block.
4. Next to the setting: Leave > Leave Types click Edit... in the Value column.
   • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.
5. On the popup:
   1. Click Add (button) and complete the fields as follows:
   2. Description = Enter the name of the leave type (e.g. Annual Leave).
   3. Note = Click the arrow in the Note column and enter a note (optional).
   4. Click Save (button).
   5. Repeat Steps 5.1 to 5.4 to add additional days.
   6. Close the popup by clicking the X in the top right corner.

How to Create a Leave Rule#

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).
2. Click Edit (button) on the top row of buttons.
3. Enter Leave in the search block.
4. Next to the setting: Leave > Leave Rules click Edit... in the Value column.
   • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.
5. On the popup:
   1. Click Add (button) and complete the fields as follows:
   2. Status = Check the checkbox if the rule is active.
   3. Leave Types = Select a type from the dropdown list.
   4. Cycle = Enter how long the leave cycle is in months (e.g. enter 12 for Annual Leave or 36 for Sick Leave).
   5. Allowed = Enter the number of days that are allowed for the leave type (e.g. 15 for 3 weeks).
   6. Position = Select the position that the leave type belongs to (e.g. if managers get 20 days leave, but other staff get 15 days leave, you can differentiate it here).
      • Note: Positions are created here: ... My Organisation > Menu (button) > Edit Positions. Positions are added to staff members by double-clicking a record on My Organisation's Staff tab and selecting a position from the dropdown list in the header.
   7. Gender = Select whether the leave applies to all or only a specific gender (e.g. maternity leave).
   8. Valid From = Enter the period in months after which the leave becomes valid. For example, annual leave applies after 1 month, but paid maternity leave might be a benefit that is granted after 12 months (as opposed to unpaid maternity leave that is a legal requirement).
   9. Minimum = Enter the minimum number of working days that can be included (e.g. 1).
   10. Accumulate = Check the checkbox if the leave can be accumulated (e.g. annual leave). Leave the checkbox unchecked if leave is forfeited when it is not used (e.g. Family Responsibility leave).
   11. Paid = Check the checkbox if the leave is paid leave.
   12. Note = (optional) Click the arrow in the Note column and enter a note.
   13. Click Save (button).
   14. Repeat Steps 5.1 to 5.13 to add additional leave rules.
   15. Close the popup by clicking the X in the top right corner.

How to Specify Weekend Days#

1. Navigate to General Settings (e.g. Main Menu > Setup > Settings > General (tab)).
2. Click Edit (button) on the top row of buttons.
3. Enter Leave in the search block.
4. Next to the setting: Leave > Weekend Days click the arrow in the Value column and check the checkboxes next to weekend days (e.g. those days that are disregarded when the number of leave days is calculated).
   • Note: If the setting is not there, click Add/Update (button) and add the setting from that interface.

How to Create a Leave Record#

1. Navigate to the Leave Module (e.g. Main Menu > Office > Leave).
2. Select a specific staff member from the dropdown list next to Staff in the filter row.
3. Click New (button) on the top row of buttons.
4. Complete the newly opened row as follows:
   1.  Status = Leave Pending if the leave must still be approved else select the status that applies from the dropdown list (e.g. Approved or Declined).
   2. Staff: This field is automatically filled in with the name selected in Step 2 (above).
   3. Leave Rule = Select the applicable Leave Rule from the dropdown list.
   4. Date Start = Select the first day of leave from the calendar.
   5. Date End = Select the last day of leave from the calendar.
   6. Total Days: This field is calculated after you click Save (button).
   7. Proof = Use this checkbox in the way that suits your process: check it when proof is required, or when you have received the proof.
   8. Attachment = Click inside the block and paste (Ctrl + V) the link to any file inside the block.
   9. Note = Enter a note in the block provided (optional)
   10. Click Save (button).

How to View a Summary of Leave Records#

1. Navigate to the Leave Module (e.g. Main Menu > Office > Leave).
2. Set the filters as needed.
3. Click View (button).
4. Right-click an entry on the list and select Open Staff Summary.
5. Click Leave (tab) if it is not already open.
   • Note: Do not click View (button) on the Leave Tab because it only applies to the search function and opens that tab.