Leave Notification Workflow
Mypcorp
The leave notification system in HR helps ensure all stakeholders stay informed and staff are prompted to complete leave applications. Notifications are triggered at various stages of the leave process, including reminders to submit leave, notifications for approvals, and action prompts for managers.
Reminder for Staff to Submit Leave Application
This notification ensures the onus is on the staff member to complete their leave application, particularly after unplanned absences.
Trigger:
An administrator sends a notification to prompt a staff member to submit their leave application.
Workflow:
Administrator navigates to the New Leave Reminder panel.
Selects the appropriate Reminder Frequency:
Send immediately (non-recurring).
Send tomorrow (non-recurring).
Send immediately, then daily until submitted.
Send daily until submitted.
Configures and sends the email to the staff member.
Sample Email:
Subject: Reminder to Submit Leave Application
Hi [Staff Member Name],
Please click the link below to submit your leave application for your recent absence. Finalise this as soon as possible on the day of your return.
[Go to HR]
Leave Submission Notification to Manager
When a staff member submits a leave application, the system notifies the manager to review and action the request.
Trigger:
A staff member submits a leave application.
Workflow:
The manager receives an email notification with details of the leave application.
The email includes a direct link to the application for easy access.
Sample Email:
Subject: Leave Submission for Review
Hi [Manager Name],
Please action the leave submitted by [Staff Member Name].
- Application: [Link]
- Staff Member: [Staff Member Name]
- Team Leader: [Team Leader Name]
- Executive Manager: [Executive Manager Name]
- Leave Type: [Type of Leave]
- Leave Start: [Start Date]
- Leave End: [End Date]
- Details: [Additional Notes]
Regards,
HR Notifications
Approval Notification to Staff
Once the leave application is approved, the staff member is notified immediately.
Trigger:
The manager or executive manager approves the leave application.
Workflow:
Approval is processed in the leave application system.
The system automatically generates and sends an email notification to the staff member.
Sample Email:
Subject: Leave Submission Approved
Hi [Staff Member Name],
Your leave request has been approved.
- Application: [Link]
- Staff Member: [Your Name]
- Team Leader: [Team Leader Name]
- Executive Manager: [Executive Manager Name]
- Leave Type: [Type of Leave]
- Leave Start: [Start Date]
- Leave End: [End Date]
- Details: [Additional Notes]
- Comment: [Manager Comments]
Regards,
[Approver Name]
Best Practices for Notifications
Timely Reminders:
Use the immediate then daily until submitted option for urgent leave applications.
Clear Action Items:
Ensure each notification contains actionable details (e.g., links to applications, specific dates, and approval comments).
Consistency:
Maintain a consistent tone and structure in notifications to avoid confusion.
Accountability:
Include specific approvers (e.g., team leaders, executive managers) in notifications to ensure transparency.
By leveraging HR’s notification features, organisations can streamline the leave application process and ensure all stakeholders stay informed and accountable.
Leave Statuses
HR provides color-coded leave statuses to make tracking simple:
Orange: Pending approval.
Grey: Pre-submission.
Red: Incomplete.
Purple: Verified (under review or awaiting further action).
Blue: Submitted and awaiting approval.
Green: Approved and complete.
Archived leave applications remain visible on the dashboard as a historical reference.
Special Scenarios
Overlapping Leave Requests
Managers can view overlapping leave requests in the Team Calendar or Leave Dashboard.
Conflicts are flagged for easy identification.
Managers can discuss alternative dates with staff or use the Covering Staff feature to assign responsibilities temporarily.
Leave approvals are adjusted to maintain team coverage.
Editing or Withdrawing Approved Leave
Approved leave can only be edited by rejecting the application.
Staff must resubmit the edited leave application for approval.
Advanced Features
Flexible Approval Workflows
Administrators can configure single or multi-level approval workflows:
Single-level approval by a manager.
Multi-level approval involving payroll, team leaders, and executive managers.
Streamlined workflows for specific leave types, allowing automatic approval.
PocketWatch Integration
For organisations using PocketWatch, shifts tied to leave applications can be adjusted or replaced automatically during approval.
Viewing Leave Statuses and History
For Staff
View all leave applications in the Leave Applications section.
Check the status of requests (e.g., Pending, Approved, Rejected).
Review historical leave records to track usage and remaining balances.
For Managers
Use the Team Leave Overview to track all team leave requests.
Filter leave records by employee, leave type, or date range.
Export leave history reports for payroll or compliance purposes.
Notifications and Alerts
For Staff
Receive notifications for submitted, approved, or rejected leave requests.
Get reminders for upcoming approved leave.
For Managers
Receive alerts for new leave requests.
Get reminders for pending approvals to ensure timely decisions.
Best Practices
Communicate Leave Policies:
Ensure staff understand leave workflows, approval requirements, and documentation needs.
Timely Decisions:
Managers should act promptly on leave requests to prevent delays.
Leverage Notifications:
Use automated notifications to keep all parties informed and reduce manual follow-ups.
Use the Team Calendar:
Plan leave approvals in advance to prevent overlapping requests and ensure team coverage.
Configure Flexible Workflows:
Align leave profiles with organisational structures for streamlined approvals.
By following these steps and workflows, organisations can ensure a smooth, transparent, and efficient leave management process in HR while meeting operational and employee needs.