What this module does
The Leave module lets you manage your employees' leave entitlements, leave requests and their approval in one place. Entitlements are calculated automatically every night according to the Leave Rules you define. The number of requested days is calculated from the employee's Work Schedule and Public Holiday Calendar. Approved leave is reflected in payroll and in the calendar.
Roles and permissions
Permissions are granted on Configuration > Leave > Responsibilities (Manage Permissions).
Role | Permission code | What they can do |
Admin | LEAVE_TYPE_ADD, LEAVE_TYPE_DELETE | Create, edit and delete rules and leave categories on Leave Rules; assign rules to employees. |
Admin | LEAVE_ADD_ALL | Enter leave, bonus leave and bulk Excel leave for employees in the branches they manage; see all leave of those employees. |
Admin | LEAVE_DELETE | Delete a leave record (the only way to cancel a leave). |
Admin | WORKING_CALENDAR_READ, WORKING_CALENDAR_ADD | See Work Schedule, add schedules and assign them to employees. |
Admin | REPORTS_REPOR_READ | Create reports on Personnel Leave Report. |
Admin | LEAVE_MANAGE | See Approval Process in the menu (Approval Process). |
Manager | LEAVE_ADD (+ being part of the approval process) | Approve or reject requests waiting for them from the inbox on the home page or the Leaves screen. |
Manager | LEAVE_READ_ALL | See approved leave of others in the list and calendar, in addition to their own. |
Employee | LEAVE_ADD, LEAVE_READ | Request leave for themselves, see their own leave and balance. Employees get these two permissions by default. |
Before you start
Your company's public holidays must be defined on Time and attendance > Public holidays and assigned to employees.
Employees must have a Work Schedule assigned (Work schedules and public holidays).
Employees must have a Leave Rule assigned (Creating leave rules).
Your company needs enough Teamso Digital Credit: every leave record requires SMS verification and uses 1 credit per employee.
If any of these three assignments is missing, the employee sees the warning "To add leave, you must have an Public Holiday Calendar, Work Schedule, and Leave Rule assigned to you." on the leave request screen.
First-time setup
On Time and attendance > Public holidays, check the public holidays and assign the calendar to employees.
On Time and attendance > Work calendar, define working days and hours and assign the schedule to employees.
On Configuration > Leave > Leave rules, create a leave rule, add leave categories (annual leave, excuse leave, etc.) and assign the rule to employees.
On Configuration > Leave > Approval process, define approval steps for departments. In departments without an approval process, requests are approved automatically.
To bring in past balances, enter opening balances from Excel with Leaves > Bulk Leave Entry (Bulk leave entry with Excel).
Daily workflows
Employee: Creates a request with Create > Leave request in the left menu or from Quick add on the home page, and follows their balance on My profile > Leave history (Requesting leave).
Manager: Approves or rejects requests waiting for them from the inbox (Waiting for you) on the home page or from Mine > My approvals (Approving or rejecting a leave request).
Everyone: On Time and attendance > Leave, filters and sorts the leave they can see, opens a leave's details and acts on a leave by clicking it in the calendar view (Listing, filtering and viewing leaves on a calendar in the Leaves screen).
Admin: Enters leave and bonus leave for others (Adding leave and bonus leave for employees), deletes leave when needed (Cancelling a leave) and runs reports (Leave reports).
Statuses and what they mean
Status (on screen) | Meaning |
On Admin Approval | The request is in the approval process. Hover over it to see which approval step it is at. The days are treated as deducted from the balance. |
Document Entry Pending | The leave category requires a document; once it is uploaded the request enters the approval process. The days are treated as deducted from the balance. |
Approved | The leave is final and appears in the calendar and payroll. |
Rejected | The request was rejected; the days return to the balance. |
Notifications
All leave notifications are sent as e-mail and as in-app notifications (e-mail subject "İzin Bildirimleri"). People signed in to the mobile app also get the in-app notification on their phone as a push notification (Mobile app). No SMS notification is sent; SMS is used only for the verification code.
Event | Recipient |
Request created | Requester |
Waiting for approval | Approvers at that step (excluding the requester) |
Moved to the next approval step | Requester |
Approved / Rejected | Requester |
Document pending | Requester |
Leave deleted | The employee's manager |
Mobile differences
The mobile app opens the web screens; requests and approvals follow the same steps (Mobile app). On a phone, filters stack vertically and the Approve and Reject buttons in the approval window are full width.
Common mistakes and FAQ
An employee cannot request leave and sees a warning. A Public Holiday Calendar, Work Schedule or Leave Rule is not assigned. Assign all three.
"Insufficient Digital Credit" warning. The company has run out of digital credit. Leave cannot be saved until credit is topped up.
A request was approved without going through approval. No Leave approval process is defined for the employee's department, or the employee has no department.
The remaining balance dropped before the request was approved. Requests in the approval process count as deducted; if rejected, the days come back.