Introduction to the Leave Application register

If an Employee wants to apply for leave or vacation, they should create a new record in the Leave Application register.

Before an Employee can apply for leave, you should have defined at least one holiday allowance scheme in the Leave Schemes setting. In a Leave Scheme record, you should specify an annual holiday allowance i.e. number of holidays per year (and if necessary allowances for other types of leave). You should also specify whether bank holidays (i.e. public holidays) and specific days of the week are included or excluded in the allowances.

When entering a Leave Scheme, you should assign a different Activity Type to each type of leave. In other words, each type of leave should be represented by a different Activity Type. In the example illustrated below, we have only one type of leave, represented by the "HOL" Activity Type:

Illustrated below are flips B, C, H and I of the Leave Scheme). Flip B shows that the Scheme offers a 28-day holiday allowance and that bank holidays are included in the allowance, while the other flips show that week days are included in the allowance, but weekends are not. As weekends are not included, there is no need to specify Start and End Times for them.

At the end of the Leave Application process, the Employee will usually create Activities for the leave period. These Activities will appear in the Employee's Calendar, to make colleagues aware that the Employee will not be available for the leave period. The Start and End times in these Activities will be taken from flips C-I of the Leave Scheme (09:00 to 17:00 in the example above).

After creating your Leave Schemes, you should then assign a Leave Scheme to each Employment Contract (or Employment Contract Change) (i.e. as you enter each Contract before marking it as OK).

If you specified in at least one Leave Scheme row that bank holidays will be excluded from an allowance, you should list the holidays in the Bank Holidays setting in the System module. This will allow them to be excluded from holiday allowance calculations.

Having carried out this preparation work, an Employee will be able to apply for leave using the following process:

  1. The Employee should create a record in the Leave Application register for the period of leave. They should specify a Leave Type (e.g. vacation or sick leave), which should be one of the Leave Types listed in their Leave Scheme. In the example illustrated above, the only Leave Type available is "HOL".

    If you specified in the relevant Leave Scheme that bank holidays will be included in the leave allowance, Employees should create Leave Applications for those holidays.

  2. Usually, a Leave Application should be approved by the Employee's manager. You can ensure that only Managers can approve Leave Applications using Access Groups (by limiting access to the "OK Leave Applications" Action), or you can configure an Approval process using the Approval Rules register in the Business Alerts module.

  3. When a Leave Application has been marked as OK and saved, the Employee should use the 'Activities' function on the Create menu (Windows/Mac OS X) or + menu (iOS/Android) to create Activities for the period of leave. These Activities will appear in the Employee's Calendar to make colleagues aware that the Employee will not be available for the leave period. The Activities will also bring the Leave Balance report up-to-date.

The Leave Application register in Standard ERP:

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