Create planned leave with a substitute

Objective

 This page describes the process of requesting a Leave, on behalf of the employee with a substitute, from the HR-Manager perspective.

Process

HR Manager
Creates a leave request on behalf of the employee
HR Manager
Adds the substitute
Substitute
Gets notified and accepts the substitution
HR Manager
Approves the leave request
Automated process
Sends an email and creates tasks for the employee and the substitute
Employee
Can see the leave on the Absence Calendar and Leave Requests table

Click Through

  • Start in HR HUB
  • Under Administration, click on Employees
  • Open the file of the desired employee
  • Go to the tab Leave & Absence
  • Click on Create New Leave Request
  • Add the dates From and Until
  • Select if it's an All Day Event or not
    • If it's not an All Day Event, you can select whether to request leave for the 1st or 2nd half of the day.
  • Add the substitute
  • Save as Draft
  • Check if the entered data is correct
  • Click on Submit
  • Wait for substitute acceptance
  • Approve the leave

Hint

  • You will be notified via email once the substitute accepts/rejects the leave request.
  • If the substitution is rejected, you don´t have to start a new process, just fill in another substitute, then wait for their acceptance.
  • The employee will be notified via email once the Leave Request has been approved or denied.

Result

Once the leave request has been accepted, it can be seen in the Absence Calendar.
The employee can also see their Leave requests in the system in "My Leave Requests" and the remaining balance in the Active Leave Summaries table.
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Tips & Tricks

In case you were not able to create a planned leave for your employee, please check the following settings:
HR