Whether you're setting up maternity leave, long-term sick leave, careers leave or any other form of extended absence, this article will walk you through the step-by-step process to update staff profiles accurately and efficiently. Understanding how to handle these important life events in Alkimii not only ensures compliance with employment regulations but also supports your team during their significant personal milestones.
Pro Tip: This is only for long-term leave types, we recommend you keep normal leave practices for all other leave types.
You will only be able to see this option if you have permission to view Staff Profiles Details in Alkimii People.
- Navigate to the Staff Profile using the Menu and locate the employee profile from the list
- Along the left navigation bar within the staff profile, click "Leave". Within the Leave module, you can see all Leave types - holidays, bank holidays, requested days off, absent and now long-term leave.
- You will see a breakdown of the requested leave dates when they were requested, by whom, the current status and the actions you can take.
🚨 Please Note
You should only use the "Add Leave" option for Long Term Leave types, please use the leave request process for standard leave types.
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Adding Long-Term Leave for an Employee
- In the top right corner of "Leave" click on "Add Leave"
- At the top of this pop-up, you will see the employee's name, department, contract type and bank holiday/holiday hours.
- You will be prompted to fill out the pop-up. You will notice that both Leave Type and Start Date are asterisked (*) which means they are mandatory fields that must be filled out to save the entry.
- Begin with selecting the type of leave using the dropdown menu. You can either scroll or use the search bar to locate the leave type.
- Next, enter the start date in which this type of leave will come into effect.
You can only select a date in the past if the payroll week is open.
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Reminder: If any shifts have been rostered already whether it's holiday leave or work shifts these will now be overridden by the long-term leave shifts. Any holiday balances will be repopulated into the employee's balance.
- You can add additional clarifications or information to the "Notes" free text field. This will not be visible to the employee.
- You can upload attachments such as sick notes or other documentation. The employee will not be able to see any of these attachments.
- Once satisfied with your entry, click "Save" to generate the shifts.
Please be advised absences scheduled in the leave module in the team members profile will not affect their Bradford Score.
Editing Long-Term Leave for an Employee
- If you need to adjust or amend the Long Term Leave request, click on the eye icon under the actions column.
⚠️ Important: You can only update or make changes to a leave entry before the start date.
- Make any necessary adjustments, upload any documentation or add further notes.
- Once you are satisfied with the changes, click "Save" to begin generating the updates.
History Log for Long-Term Leave for an Employee
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Long Term Leave Approvals View on Desktop
If you have permission to view Staff Profile details, you will be able to see the "Long Term Leave" in the Leave Request Approvals screen on the desktop.
As this leave is auto-approved when created, the status will appear as Approved and can be located quickly using the status filter.
Long Term Leave Approvals View on Mobile
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If you have permission to view Staff Profile details, you will be able to see the "Long Term Leave" in the Leave Request Approvals screen on the desktop. As this leave is auto-approved when created, the status will appear as Approved and can be located quickly using the status filter. When you click on the eye icon, you will see a breakdown of the leave type, in this case, "Long Term Leave". |
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Delete Long Term Leave Requests for an Employee
⚠️ Important Note:
If you need to remove or cancel a Long Term Leave entry which was added through the Staff Profile, you will need to contact our customer success team at hello@alkimii.com to complete this for you.