Leave requests

Important

This feature requires the following feature flag: Portail Collaborateur domain > Employee Leave Requests label.

An employee acquires different types of leave days when working for a company: paid leaves, additional rest days, maternity/paternity leaves, and so on. The number of days depends on the employee's work contract as well as on the policies implemented by the company. These leave counters are available in the portal so employees can quickly and easily send leave requests to their managers, or any person in charge of validating these requests.

There are as many leave counters as there are leave types. Each counter displays a summary of the rights acquired so that the employee knows exactly how many days to ask for when making a leave request.

When an employee makes a leave request, it is transferred to the person in charge of validating or rejecting the request. At any time, employees can look at the overview of their requests, to know if they are still pending or if they have been validated or rejected.

Leave requests are managed from the Employee module > Leave requests menu.

The Leave requests menu is used to display leave counters based on the search criteria specified. Eeach counter is displayed in the form of a block that contains the list of leave requests made in this counter.

Leave counters clearly display the number of days acquired by the employee. There are as many counters as there are leave types: one counter for paid leaves, another one for additional rest days, and so on. There are also as many counters as there are time periods.

The header of each counter displays the following information:

Counter type The leave type, for example Paid leaves or Maternity leaves.
Validity

Validity start date and end date of the counter.

Once this date has been reached, the employee can no longer make leave requests from this counter.
X day(s) acquired

The number of days acquired by the employee for the given period.

If the leave type is an Increment one, the total number of rights acquired at the end of the acquisition period is displayed (acquired out of X).
X remaining days The number of days left to request for the given period. The scheduled days are deducted when calculating the remaining days.
+ Request Allows you to create a new leave request

An employee can request a leave when they want to take days off.

Reference

A parameter can be enabled so the employees cannot request a leave if their request overlaps another leave request. To enable or disable this parameter, see Setting up leave requests.

1 Form the desired counter depending on the leave type, click on + Request.

A leave request form opens.

2 In the form, specify the following fields:
Field Description
Counter The counter allows you to select the leave request category: paid leave, maternity leave or other.
Requested on Today's date is automatically specified and cannot be modified.
For Automatically specify the name of the employee who makes the request. This field cannot be modified.
Starts

Check either the morning or the afternoon to indicate whether the leave period will start at the beginning or at the middle of the day.

Those options are hidden if the input term of the leave type is Day.
Period

Click on the icon on the field to open the selection dates tool for the leave period.

If you want to take only one day off, specify the same start and end date for the leave period. If you want to take multiple days in a row, fill in the first and last days of the desired leave period.

Examples

I want to take a day off on December 9. Therefore, I will define a period from 12-09 to 12-09.

I want to take the whole week off from March 11 to 15. Therefore, I will define a period from 03-11 to 03-15.
No. of days

The number of leave days is automatically calculated taking into account the specified period and other parameters such as national holidays, part-time work, days not worked in the model week (included or not), etc. If needed, manually specify the number of days.

If the leave type is an Increment, the number of rights estimated on the start date of the requested leave is displayed, as well as the number of remaining days to take before the validity end date of the counter.
Comment Enter a comment to give more details about the leave request. The comment is not required to end the leave request.
3 Click on Save.

The leave request is created. The days taken can be seen in the leave counter. The leave request can be seen in Leave requests menu. An email is sent to the employee's line manager.

DMF 160210 TOOLS LEAVE REQUESTS MANAGEMENT CANCEL

The employee can no longer modify a leave request once it has been validated (or rejected) by the manager. For validated requests with a period that has not been reached yet, it is possible to ask the manager for the validation to be cancelmployee wants to modify this request.

1 Unfold the desired counter then click on the icon at the right of the desired leave request.

A window opens.

2 Specify an Email body if needed.
3 Click on Validate.

The cancellation request is sent by email to the manager.

Prerequisite: The leave request must not be accepted or rejected by the manager. If you want to modify a leave request already accepted, you need to make a cancellation request to your manager Asking for a validation to be canceled (see ).

1 Unfold the desired counter then click on the icon on the right of the line of the desired leave request.

The form of the leave request opens.

2 Modify the desired information.
3 Click on Save.

The leave request is modified and is sent to your manager.

Prerequisite: The leave request must not be accepted or rejected by the manager. If you want to cancel a request already validated, you need to make a cancellation request to your manager (see Asking for a validation to be canceled).

The cancellation of a leave request allows you to disable a leave request and not delete it.

1 Unfold the desired counter then click on the icon at the right of the desired leave request.

The leave request is canceled.

It can be reactivated by clicking on .

Important

Deleting a leave request cannot be reversed.

Prerequisite: The leave request must not be accepted or rejected by the manager. If you need to delete a validated request, you need to make a cancellation request to your manager (see Asking for a validation to be canceled).

1 Unfold the desired counter then click on the icon at the right of the desired leave request.

A window opens.

2 Confirm the action.

The leave request is deleted and is not displayed anymore in the leave requests summary table.