Managing Leave Approvals on Desktop

Alkimii provides organisations with the tools to navigate leave approvals seamlessly. This article will show you everything you need to know about managing leave approvals within the Alkimii platform. From ensuring timely responses to fostering a transparent and employee-centric approach, understanding the intricacies of this process is essential for cultivating a positive workplace environment.

How to action Leave in the Leave Approvals? 

When an employee requests leave on Alkimii their "Reports To" contact will receive a notification which will be available for action in the mobile app and on the desktop. 

Alternatively, if you wish to review and manage your team's leave requests, you can do so by following the steps below.

• Navigate to "Leave Approvals" using the menu. 
• The screen defaults to all pending requests within your access level. You can use the dropdown to locate other requests.
• You can also use the filter options or search bar function to locate a request

• You can see the staff members' contract type for reference beside their names. 
• The type of leave will be coloured-coded under the "dates" header for quick reference. Purple reflects a bank holiday shift, pink reflects a holiday shift, and grey reflects a requested day off. 
• You can see a date and time stamp for when the employee requested their leave by. 
• Under the actions column, you have the ability to view the leave request and direct message the employee if you have any questions or concerns. 

• To review the Leave Approval, click on "View" eye icon under the actions column. 

This will open up the review modal, where you can see more information about the employee's leave balances and additional notes and roster notes for the period of their request. Bank holiday balances will appear in hours format within the purple bubble  Holiday balances will appear in hours format within the pink bubble.
Beneath this information, you will see the leave request in a calendar view. If another employee within the same department has requested leave on the same date or has had this leave approved, a yellow warning box with appear above the calendar view and a red dot will also be visible on the date.

⚠️ If this employee is on a visa which is due to expire a warning message will appear beneath the calendar to notify you that no shifts will be created after the expiry date. 

The leave request within the calendar view will be colour-coded on the calendar to reflect the type of leave being requested whether is a "Requested Day Off" (Grey), Holiday (Pink) or Bank Holiday (Purple). Beneath the calendar, you have the approve and decline functionality. If multiple days of leave have been requested, you can approve or decline each day individually or if you are happy to approve/decline all leave dates, you can do so with the buttons along the bottom.
You can amend the leave type and start time for the request if needed. Simply use the dropdown menus to adjust before approval.
If you opt to only review some of the leave dates and would like to come back to review at a later date, you can individually approve/decline certain dates and exit the modal.

• The status of this request will now appear as "Partially Reviewed" and can be revisited at any time for review. 
• Any requests that have been fully approved or declined will display the relevant status on the list of leave requests

Cancel/Remove/Delete Leave Request 

Out of Date Leave Request 

If the request dates have passed without being actioned, you can delete the request from the log.

• Open the pending leave in the approvals screen 
• In the pop-up, click on the "bin" icon to remove the leave request - if there were multiple dates selected you can also use the "Delete all" button at the bottom of the screen.

If you need to cancel or remove an employee's approved standard leave request, you can do so within the Roster view. 

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