Request and approve leave
🟩 This text provides detailed instructions on how employees apply for leave in Leadtime and how this is managed by managers.
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In Leadtime, employees and supervisors have a simple and transparent way to manage leave requests. The leave request process involves several steps, from the employee submitting the request to approval or rejection by an authorized manager.
Requesting leave
Employees can apply for leave in Leadtime in two different ways:
Via their own profile
My profile / Vacations
- Call up profile: The employee navigates to their personal profile.
- "Vacation" tab: In the profile there is the "Vacations" tab, where all information about upcoming, past and remaining vacation days can be found.
- Request vacation" button: The employee clicks on the "Request vacation" button.
- "Book time" dialog: A dialog window opens with several tabs (time recording, log in/log out, vacation, illness). The "Vacation" tab is already selected here by default.
- Enter vacation data:
- From: The employee selects the first day of their vacation.
- To: The last day of the planned vacation is entered.
- Available vacation days: A graphical overview shows how many vacation days have already been taken, applied for (orange) and are available (green).
- Request vacation: Click on the "Request" button to submit the vacation request.
About the team calendar
Team calendar
- Call up schedule: The employee can navigate to the team calendar via the "Schedule" menu item.
- Select vacation day: In the calendar, the employee clicks in their row on the cell of the day on which the vacation is to begin.
- "Book time" dialog: The same dialog as under point A opens. The employee must select the "Vacation" tab here.
- Enter vacation data: The employee enters the desired period as described in the profile.
- Request vacation: The request is made by clicking on the "Request" button.
Approval or rejection of leave
Managers or team leaders who have the appropriate authorizations can manage leave requests. This is done in the "Our company" area under the "Leave" menu item. All requests are displayed here and can be approved or rejected depending on the situation.
Manage requests" tab
There are two main tabs in the "Leave" section: "Manage requests" and "History". Under "Manage requests" there are two blocks: "Pending leave requests" and "Approved upcoming leaves".
Pending vacation requests
- List of requests: Here managers can see all pending vacation requests that still need to be approved or rejected.
- Capacity utilization: Each request is provided with a percentage that represents the capacity utilization of the company or team for the requested leave period. For example, a capacity utilization of 75% means that other employees already have vacation or sick leave during the same period.
- Calendar icon: By clicking on the calendar icon, the manager jumps directly to the relevant week in the team calendar to check which other employees are already absent at that time.
- Approve vacation: The vacation can be approved by clicking on the checkmark. The request disappears from the list and is moved to the approved vacations.
- Reject leave: The leave is rejected by clicking on the cross. In this case, the manager must give a reason for the rejection, which is communicated to the employee.
Approved upcoming vacations
- List of approved vacations: This list shows the vacations that have already been approved but are still in the future.
- Cancel vacation: Should it be necessary, an already approved vacation can be canceled by clicking on the "X". A reason is also required here, which is displayed to the employee.
Vacation overview in the calendar
On the right-hand side of the "Manage requests" tab, there is a calendar display of approved and open leave. Each day on which an employee has requested or been granted leave is represented by an airplane symbol:
- Gray plane: the leave has been requested but not yet approved.
- Green airplane: The leave has already been approved.
The capacity utilization of the company or team is also displayed as a percentage for each day. This allows managers to ensure that not too many employees are absent at the same time.
History" tab
The "History" tab lists all leave requests that have ever been submitted, approved and rejected. This history is a comprehensive log that makes it possible to track every process relating to leave requests.
Functions of the history
- Filter options: The list can be filtered according to various criteria such as employee, time period or status.
- Logging: Every event, such as an approval, rejection or change to a request, is logged with the date, reason and persons involved.