Staff Profile: Leave

A Step-by-Step Guide to Managing Extended Leave Types in the Staff Profile.

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.

• 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. 

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. 

Once a date has been selected, a new field will appear with the days of the week this leave should repeat and when it should end. You will need to select the usual pattern of shifts this employee works, for example, Monday, Wednesday, Friday and Sunday. Then enter the number of weeks this leave is expected to last, for example, 3 weeks. The end date will automatically populate based on the number of have entered.  The blue banner will indicate how many shifts are included during this period and the date range.

• 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.

Editing Long-Term Leave for an Employee 

• If you need to adjust or amend the Long Term Leave request, click on the pencil icon under the actions column. 
• 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 

You will be able to see a full paper trail of any changes made to the Long Term Leave as well as any shifts this new leave type has overridden in the week roster.  The history log will detail who created leave, at what date and time, any notes added, start date, shift type,  days it repeats and the duration. If any approved leave has been replaced, this will appear as a conflict on the history  log.

Leave Request 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. 

Leave Request Approvals View on Mobile 

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".

Delete Leave Requests for an Employee 

If you need to cancel or remove an employee's leave request, you can do so within the "Leave" module in the Staff Profile or in the Roster. 

Staff Profile

Navigate to the Staff Profile > Holiday > Leave  Locate the request from the list view Under the actions column to the right, click on the bin icon. You can select this option for both pending and approved leave requests.

• You will be asked to confirm that this leave and the preassigned leave shifts should be removed from the roster. Click confirm. 
• Once complete, refresh the page to ensure that the holiday balance has been restored to reflect the updated balance. 

Roster 

This option is useful when you need to cancel just one of several requested dates.

• Navigate to the Roster 
• Using the calendar function, navigate to the dates requested. 
• You will see a "Holiday" or "Requested Day" shift for any days requested in the roster. Click on the three vertical dots to the right of the shift bubble. Scroll down and click delete. 
• You will be asked to confirm that this leave and the preassigned leave shifts should be removed from the roster. Click confirm. 
• Once complete, refresh the page to ensure that the holiday balance has been restored to reflect the updated balance. 
• Once a shift is deleted, it’ll be removed from the leave request, so you’ll only see the actual days you’re off in the "Leave" section.