Managing Leave Approvals on Desktop

Alkimii gives you the tools to manage leave approvals with ease. This article covers everything you need to know about overseeing leave requests in the Alkimii platform, from ensuring timely responses to supporting a transparent, employee-focused process, all essential for creating a positive workplace culture.

💡Top Tip: For smoother approvals, always include Roster Notes when scheduling. This provides managers with clear visibility of events or specific reasons that may impact leave approval decisions for a given day.

 

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 team 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 filter by specific request types using the filter option. 
• 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. 

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

• 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 Leave Requests 

Out of Date Leave Request 

If the request dates have passed without being actioned, we strongly advise declining the request for tracking purposes. 

💡Top Tip: Use the "Show Out of Date" filter 

• Simply open the request you wish to action. 
• Select Decline or Decline All and provide the reason for the employee. 
• This will keep a paper trail should you ever need it. 

 

Approved Leave Requests 

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.