Filing, changing and cancelling leave for an employee

Use this when you need to file leave for someone else: an employee who called in sick, leave agreed in person, or a booking that needs correcting. It also covers changing and cancelling an employee's leave. What KAMI does depends on your right: leave an Attendance Administrator files for someone is approved at once, while an Attendance Manager's goes to the employee's approvers.

Where:

• Attendance › Calendar › + Leave on the toolbar, in the daily, weekly and monthly views
• The employee's profile › Leave › Request Leave

You need:

• The Attendance Manager right, with the employee inside your access, to file for them
• The Attendance Administrator right as well, to have it approved at once and to cancel approved leave
• View All Schedules to open other people's Leave tab

Before You Start

Employees filing their own leave is the better default: their notice periods, terms and approval chain all apply. File for someone only when they cannot, and tell them you did. Employees use Requesting and amending leave.

How to file leave from the Calendar

1. Go to Attendance › Calendar and select + Leave on the toolbar.
2. Under Employee Name, choose the employee.
3. Under Duration, choose Full Day, Range, Half Day, or Partial Day if your company allows it.
4. Choose the Start Date, and the End Date for Range. For Half Day, set the Start Time. For Partial Day, set the Start Time and End Time.
5. Under Activity, choose the leave type. The figure in brackets is the employee's balance on those dates.
6. Add a Description. The employee and approvers see it.
7. Tick Is emergency if the leave type's notice period would otherwise stop it.
8. Add any document under Attachments, up to 5 MB per file.
9. Select Save (Attendance Administrator) or Request (Attendance Manager).

The calendar reloads and shows the leave, or the pending request.

How to file leave from the employee's profile

1. Open the employee's profile and select the Leave tab.
2. Select Request Leave, or a date on the Leave Calendar.
3. Fill in the form as in the steps above. The leave type is under Leave Type, and attachments are limited to 300 KB per file.
4. Attendance Administrators also see Note. Put anything the employee must read in Description instead: when the leave is approved, the approval comment replaces the note.
5. Select Submit.

How to change an employee's leave

1. On the employee's profile, open Leave and find the leave under Leave record.
2. Select the pencil icon at the end of the row.
3. Change the details, then select Submit.

A pending request goes back to its first approver. On approved leave, an Attendance Administrator's change applies at once. An Attendance Manager's change needs approval, the original booking stands until then, and the row shows Has a pending approval edit. Only one change can wait at a time.

To change the leave type or description on many leave days at once, use Bulk leave edit on the Event List.

How to cancel an employee's leave

Pending request: whoever filed it, or an Attendance Administrator, can cancel it.

1. On the employee's profile, open Leave and find the request under Leave record.
2. Select the cancel icon, a palm tree with a line through it.
3. Under Permanently cancel?, select Confirm.

Approved leave:

1. On the Calendar, select the leave. The Leave window opens.
2. Select Cancel request. If it is greyed out, hovering shows "This leave cannot be cancelled by you".
3. Under Permanently delete?, select Delete.

Attendance Administrators can also use the cancel icon on Leave record, or Bulk leave cancel on the Event List for many at once. Despite the wording, the leave is cancelled, not erased: it stays on the record as CANCELLED.

You cannot ask for cancellation on an employee's behalf: only the employee can send Request cancellation.

What Happens Next

• Approved leave goes on the calendar at once. Shifts on those days are replaced, or cut back on a part day. The employee is told it was approved, see Leave notifications and emails.
• A request goes to the employee's approvers in Approvals, like one the employee filed.
• Cancelled leave returns its days to the balance. For full-day leave, the rostered shifts come back. For a half or partial day they do not, so check that day's schedule.
• No notification is sent when you cancel approved leave. Tell the employee yourself.
• Everything flows into the timesheet and payroll.

Tips

• Read the balance in brackets before you save. An Attendance Administrator can take a balance below zero on leave types that allow it, and nobody is asked.
• Write the reason in Description. It is what the employee sees in the approval email.
• For a whole team or a collective day off, use File bulk leave on Holiday rules rather than filing one by one.
• Someone was recorded absent but was on leave: file the leave for that past date. Once approved, it replaces the absent event. Do not use Convert overtime to leave on the Event List for this: it adds the event's hours to a balance instead.

Troubleshooting / FAQ

Q: The employee is not in the Employee Name list. Only active employees are listed. Check their status on their profile.

Q: It says "Some of the profiles you picked cannot be managed by you." The employee is outside your access, or you do not have the Attendance Manager right.

Q: It says "Employee has no approvers. Please contact your support team." Set the employee's leave approvers in their Employment Info, then file again.

Q: The leave type I need is not under Activity. Choose the dates first. Only leave types that apply to the employee on those dates are listed.

Q: Why does my button say Request, not Save? You have the Attendance Manager right but not Attendance Administrator, so the leave needs approval.

The + Leave fields

Related articles

• Requesting and amending leave
• Approving attendance and leave requests
• Leave types and policies
• Leave notifications and emails