Leave Administration

Overview

Before Leave can be used in the system, a Leave Policy must first be created.

The Leave Policy is configured at company level. Leave administration, however, is managed per user.

Once the policy is created and linked correctly, users will be able to:

• Request leave
• Cancel leave
• View leave in calendar formats
• Automatically trigger reassignment of work orders (if configured)

Figure 1: Leave

Creating a Leave Policy

The first step is to create a Leave Policy.

Navigate to: Leave Policy

Select the relevant Company.

Enter the following information:

• Policy Name
• Active Policy Name
• Activation Sequence (used if multiple policies exist)
• Maximum number of Sick Leave days
• Study Leave
• Family Responsibility Leave
• Maximum Vacation Accumulation
• Monthly Leave Accrual Rate

Figure 2:  Leave Policy creation

Configuring Weekly Hours of Operation

After creating the Leave Policy, weekly hours of operation must be added.

Add the working segments so that the system knows:

• Working hours per day
• Leave calculation periods

If working hours are not configured correctly, leave calculations may not function as expected.

Figure 3: Weekly hours configuration

Leave Administration (Per User)

Leave administration is managed per user.

Navigate to:

Home >> Leave Administration

Search for the specific user whose leave will be managed.

Important fields include:

• Policy Name
• Employment Date
• Leave Transfer Days
• Accumulated Leave

Select the applicable policy for the user and save.

There is a Recalculate button available.

This will rebuild and recalculate leave balances based on:

• Policy configuration
• Employment date
• Monthly accrual rate

Figure 4: Leave Administration screen with Recalculate

Submitting Leave from the HR Console

Once configured, leave can be managed from the HR Console.

Navigate to:

HR Console → Leave

A user can:

• Request Leave
• Cancel Leave

Leave can be viewed in different formats:

• Month View
• Week View
• Diary View

Once submitted, the leave entry will display in the calendar

Figure 5: HR Console Leave view

Leave Permissions (HR Manager / Leave Admin)

Only users belonging to the Leave Admin group can:

• Submit leave on behalf of other users
• Cancel other users’ leave
• View and manage leave across users

This permission is configured in the People Record >> Permissions.

The relevant permission group is:

• HR Manager
• Leave Admin

If a user belongs to Leave Admin, an additional field becomes available allowing selection of another user when submitting leave.

Leave can then be submitted on behalf of another user.

Figure 6: Leave Admin permission.

Submitting Leave from Mobile

Field Service Agents can submit leave from the mobile device.

Navigate to:

Mobile >> Calendar >>Leave

From the mobile device, the FSA can:

• Select leave type (e.g., Sick Leave, Vacation)
• Select date range
• Submit leave

For Sick Leave:

• No approval is typically required
• The leave is processed automatically

This allows a field user to submit leave while out in the field.

Figure 7: Mobile device Leave submission

Automatic Work Order Reassignment on Leave

The system can automatically reassign work orders when a user goes on leave.

This is configured by creating a rule.

The rule can be defined for:

• Company
• Support Organization
• Support Group

Typically, this is configured for Field Support teams rather than company-wide.

Configuration includes:

• Leave Type (e.g., Sick Leave, Vacation Leave)
• Whether approval is required before reassignment
• Target reassignment group or manager

This ensures that if a Field Service Agent becomes unavailable, their work orders are automatically reassigned to maintain service continuity.

Figure 8: leave rule configuration