Setting up employees
To manage your employees, go to the Settings > Employees page.
To add a new employee click the Add Employee button in the top right.
To archive or delete an employee, open up the employee by clicking their name, and use the buttons at the bottom of the side-over.
Archived employees can be restored at any time. Deleted employees will be scheduled to delete permanently, the delete can only be undone until that time.
To edit an employee click on their name, this will open a slide-over with different tabs.
- Personal details
- Employment details
- Schedule
- Allowance
- Permissions
Personal details
The personal details tab contains information about the employee. All fields are optional, except for the name of the employee.
- Name of the employee.
- Job title.
- Email — This will be the email address used by the employee to log in to Leave Dates. Employees without email addresses cannot log in but can still have their time off managed by an admin user or approver. Once an employee is saved with an email address, an option to invite will appear. No invitation will be sent until this is clicked.
- Date of birth — Entering a date of birth here will mean colleagues receive reminders about their birthday in the Next 7 Days report in the Summary screen, the mobile app, email summary reports and the Slack report. Leave Dates does not show the year of birth to non-admin users. The employee has the option to hide their birthday from other users in their profile.
- Timezone — The timezone of the employee.
Employment details
The employment details tab contains information about the employment All fields are optional.
- Start date — This is the date on which the employee started with the company. The employee will not see calendars before this date, and if the start date is within an active calendar, then the admin user will see an option to prorate allowances for the year.
- End date — This is the date on which the employee left the company. The employee will not see calendars after this date, and if the end date is within an active calendar, then the admin user will see an option to prorate allowances for the year.
- Align leave year to start date — Used in companies where each employee has a different leave year based on their start date. More info
- Department — Select the relevant department. The department can be used to set things such as the approvers and followers, instead of managing it per-employee.
- Employee Code — The internal company code for this employee (optional).
- Public Holidays — Select the location used for public holidays. More info
- Allowance Unit — Whether the employee takes leave in days or hours.
- Approver(s) — Select from a list of approvers. More info
- Followers — Select additional non-approvers to be notified about leave requests. More info
Schedule
Leave Dates allows you to define a working schedule for the company and override it for individual employees.
To set a working schedule for an employee, click the SCHEDULE tab within the Settings > Employees page. Specify their contracted hours (hours per working day) and their standard hours.
Use the tick boxes to specify whether employees work the morning or afternoon sessions (or both).
Tips
- It is important that the total number of hours in their day equals the Hours per working day given. The system will use this to deduct the correct amount of allowance, when making a request with a specified start/end time instead of a full day or half day.
- It is recommended to split the hours evenly across the morning and afternoon sessions. As the system will use this when requesting a half day.
- To save time entering schedule information, use the copy button. Click this icon to apply the same times to the other ticked days.
Allowance
The types of allowance offered by your company should first be defined in the Settings > Allowances page.
Allowances are then assigned to each employee in the ALLOWANCES tab of the employee record (in the Settings > Employees page).
To amend employee allowances
- Select the calendar using the dropdown in the top
- Click see more to open up the allowance
- Change any of the values for the policies within the allowance
- Click “Update” to apply the changes
For more information about managing employee allowances, read the full guide on Assigning Allowances to Employees
Permissions
In the permissions tab you can configure what the employee can see in the wall chart, and give extra permissions such as making them an admin for the system.
