As an Admin in HRStop, you have the ability to apply leave requests on behalf of employees. This is useful in scenarios where:
- Employees are unable to access the system,
- Leaves are being entered in retrospect,
- HR needs to record approved leaves for compliance or documentation.
This feature helps streamline HR processes by providing centralized control over employee leave management.
Steps to Apply Leave on Behalf of an Employee
Step 1: Navigate to Leave Management
- Go to Control Panel → Leaves → Employees.
Step 2: Click on "Apply Leave"
- On the Employee Leaves page, click the “Apply Leave” button.
Step 3: Select the Employee
- From the dropdown list, choose the employee you wish to apply leave for.
- Once selected, all their entitled leave categories and current leave balances will appear.
You can only apply for leave types with a positive leave balance.
Step 4: Choose Leave Type & Period
- Select the Leave Category (e.g., Bereavement Leave).
- Define the leave period (From Date → To Date).
- The system will auto-calculate the number of leave days.
Step 5: Enter Leave Details
- Fill in the Reason for Leave.
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Upload supporting documents if required by policy.
- If the category mandates an attachment (e.g., Medical Certificate), the file upload will be mandatory.
Step 6: Set Leave Status
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You can set the leave status as:
- Approved: If the admin is final authority.
- Pending: If it requires approval from the reporting manager or another approver.
In most admin-initiated applications, it is advisable to mark the leave as Approved to avoid unnecessary delays.
Step 7: Submit the Request
- Click Submit to apply the leave successfully on behalf of the employee.
Key Benefits
- Maintains accurate leave records even when employees cannot apply themselves.
- Ensures compliance with HR policies.
- Speeds up approvals in critical or time-sensitive situations.