Leave Management involves all the ways in which employees apply for time off work and managers can then accept or deny leave based on company policies. It is important to have a reliable leave management system in place for any organization. Many studies have shown a negative impact on employee performance when poor leave management practices are followed. It can also have an enormous impact on the morale of employees and subsequently on the results of projects they are working on. OrangeHRM's ‘leave list’ feature offers a comprehensive leave list that allows the user to identify whether the employee is complying with the eligibility criteria of the leave type defined by the company and whether the employee is in accordance with his/her leave balance.
The leave list is available to the Admin and ESS – Supervisors. It shows all leave requests made by the employees.
- GlobalAdmin: can see and manage leave applications for all employees based in all the locations/regions of the organization.
- Regional Admin: can see and manage leave applications for all employees based in all the assigned locations/regions of the organization.
- ESS-Supervisor: can see and manage the leave applications of his/her subordinates.
- ESS-Employee: has no access to this feature. In order for ESS users to see their own leave list, they have to go to the ‘My Leave’ section. (Section 8.6).
To view the leave list, select Leave ->Leave List. The leave List Screen is displayed as follows.
The user can filter the leave list based on the filtering criteria explained below.
Step 1 – Fill in the following filtering criteria.
|
Field |
Description |
|
From/To |
Find requests between specified dates. |
|
Employee |
Leave requests for a specific employee. |
|
Sub Unit |
Leave requests are based on departments. |
|
Location |
Leave requests based on Locations. |
|
Leave Type |
Leave requests are based on the leave type. |
|
Job title |
Leave requests are based on the employee's job title. |
|
Employment Status |
Leave requests are based on the employee's status. |
|
Job Category |
Leave requests are based on the employee's job category. |
|
Cost Center |
Requests based on employee cost center. |
|
Include past employees |
The user has the option to mark this checkbox and retrieve results which include information relating to past employees |
|
Only show my subordinates' leave |
If you're a global admin or hold a higher-level position with admin access, you'll see all employee leave requests. However, if you have a supervisor role, you can now easily filter and view only the leave requests of your subordinates within the leave list screen using this new field. |
|
Show leave with status |
The user can configure the status either as: ‘All’, ‘Cancelled’, ‘Pending Approval’, ‘Scheduled’, ‘Taken’, and also ‘Rejected’. The user can choose all of these status options or choose a subset of these status options. |
Step 2 – Click ‘Search’.
| Leave report column | Description |
| Employee | Shows the employee's name |
| Date | Shows the date that the employee has applied for leave |
| Leave Type | Shows the name of the leave type that the employee has applied for |
| Net Balance (Days) |
Net leave balance is available as a tooltip showing a breakdown of available balance and the total overdrawn numbers displayed when you click the Net Leave Balance. Net Balance = Available Balance - Total Overdrawn Net Leave balance Users can track and analyze employee leave balances based on the number of leave days taken, with net leave balances being calculated automatically within the system. This field is accessible in the Leave List, Leave Request Details, and Leave Usage Report screens. For example, For a monthly basis accrual leave type which has 2 days of leave every month, if an employee has applied for 5 days of leave in January, if it is around March he/she has the available balance as 6 days and 3 days will be shown as overdrawn. |
| Number of Days | Shows the number of leave days the employee has applied for |
| Status | Shows the status of the leave. E.g: Pending approval, Scheduled, etc. |
| Action | Admin/Supervisor users can perform actions over the leave requests. |
The admin can configure the fields to show in the list and can apply the configurations to all users in the system. Click the Configure icon on the top left-hand corner of the list. The configuration screen is displayed as follows. The list can contain up to 8 fields.
Step 3 – The user can export the resultant list to a CSV file. Select ‘Export Summary’ or ‘Export Detail’
With the Export Summery report you can get the summery deatils of the leave request and with the Export Detail Report, this option is intended to display the detailed view of each day of the leave request if several days have been applied in a leave request.
By clicking on “Export Summary to CSV”, the following information is captured in a CSV file:
- Start Date
- End Date
- Applied on
- Employee ID
- Employee Name (Full Name)
- Leave Type
- Net Leave Balance
- Number of Days
- Status
- Comments
- Cost Center
Furthermore, the admin user has access to the ‘Nominee’, ‘Details’, and ‘ Comments’ elements by clicking on these icons. Also, the admin user has the ability to download information relating to the employee's leave by clicking the ‘download’ icon. All these icons are available towards the right-hand corner of the leave list. The image below shows these icons.
By clicking icon the admin user will be able to edit the notes written by the nominees. The ‘Nominees’ screen is displayed as follows.
If the employee has included any attachments then those attachments will be shown as well.
By clicking on the leave record the admin user is able to view the ‘Details’ in relation to the leave.
By clicking on the icon the admin user will be able to view or edit the ‘Comments’ mentioned by the employee and then click ‘Save’. The ‘Leave Request Comments’’ screen is displayed as follows.
Also, the admin user can select the ‘Action’ that they intend to take via the pre-defined options in the dropdown and click ‘Save’. The ‘Leave Request Details’’ screen is displayed as follows.
How to set up iCalendar
As a Manager or an Administrator, having your employee’s leave data available in your calendar application will always be of convenience. OrangeHRM introduces the iCalendar feature to the leave list that will enable you to integrate your employee’s leave list with your own google, outlook apple calendar, etc.
To enable the iCalender Feed contact your HR admin or if you have the admin access go to HR administration> More> Configuration> Enable iCalender
Configuring the iCalendar feature can be done from the leave list. The first step is to navigate to the leave module and open up the leave list.
Now, use the leave list filters and select the group of employees with whom you want the leave information to be shown on your calendar app. Once all filters are set up and the list is validated, click on the iCalendar icon at top of the list to set up the feature.
The following screen shows the iCalendar configuration in OrangeHRM.
Enabling the iCalendar Feed option will allow you to copy the calendar link that you need to use for the integration.
Please note that clicking on the get new link button will disable the previous URL and you may need to update the previously updated calendar URL with the newly created URL.
Now, copy the calendar link generated for you and log on to your calendar application. In your calendar app, look for the option to add an external calendar from a URL. Below is an example from the Google Calendar.
Once you add the calendar, you will be able to access the leave list data from your calendar application.