The article covers how employees can use the self-service feature for managing leave requests.
Leave requests can be created from the ClockOn GO app or the Employee Portal (ClockOn Online Pro only).
This article contains the following items;
Leave Requests - GO
Leave requests can be created through our employee self-service ClockOn GO mobile app.
This is done from the Messages screen.
Adding a message and setting the message type to Leave Request.
Our ClockOn GO - General Usage Overview guide provides more detail regarding this feature and others regarding the usage of the ClockOn GO app.
Leave Requests - Employee Portal
Employees who can access the Employee Portal are able to view the current leave balances, create leave requests, and view the status of existing requests.
These items are viewed from the Leave option within the portal
When accessed, you will see the following display.
Viewing Balances
Leave balances can be viewed for all of the accrual-based types that the ClockOn system supports.
From here, you can see the employee's current balances, any previously approved leave, leave that is yet to be approved and the total balance of hours that the employee will have remaining at this point in time.
- Balance - The amount of leave that the employee has at the point of their last payroll process.
- Approved - The balance of unprocessed leave hours added to the employee's time sheets.
- To Be Approved - The balance from to be actioned leave requests
- Total - The outstanding balance after the previous considerations.
Requesting Leave
The employee can place a leave request using the Request Leave button
This will bring up a view that will allow for the selection of the
- Type of leave
- The start and end dates
- Whether the leave is All Day or specific times
- The reason for the request
If the All Day setting is selected, the system will use the employee's working week (defined on their profile) to determine the days to include and hours to use for the request.
Once sent, the administrator will be alerted to the request to provide action. The request will also be included in the employee's leave request history.
Leave Request History
Employees have the option to view current and previous requests made by them in the system, as well as see their approval status.
This section will show the date requested, the start and end dates for the request, the date this was actioned, and the status of the request.
For the leave items to show in this section the range must be set to include the Start Date of the request.If a mistake was made when creating the request, the employee can use Options > Cancel to suspend the request.
Once cancelled, it will need to be re-added to the system with the corrected details.
Cancelled requests will remain on this display as a log to the administrator and user.Leave Management - Employee Portal
Employees listed as Managers for other employees can handle the leave approval for their teams.
This is done from the Leave Management screen.
This screen displays in two view modes
- Pending - Leave not yet actioned.
- Completed - Leave requests actioned and stored as a historical record.
Requests can be actioned (accepted or declined) or viewed by clicking on the item in the list.
The key points on this form include the
- Type of leave requested.
- The date range for the request and the specific time, if indicated.
- The employee's current balance of leave.
- The requested hours of leave.
- An estimate of the employee's leave accrual (based on working week) that the employee will have on taking the leave.
- And the estimated final balance after this is taken.
- The employee's note on the reason behind the leave request.
Accepting a leave request will create time sheets for the employee based on their standard Working Week as defined on their employee profile.
Note: this process will create new leave time sheets for the employee, it will not adjust or remove previously created shift entries. Pre-existing time sheets will need to be manually adjusted\removed.