This article explains how to enter leave on behalf of other employees and grant them bonus leave entitlement on the Leaves screen. Users with the LEAVE_ADD_ALL permission do this for employees in the branches they are responsible for.
Before you start
The employees must have a leave rule, work schedule and public holiday calendar assigned.
The company needs enough digital credit: 1 credit is used for each employee selected in a leave entry.
Step by step
Entering leave for several employees
In the left menu, go to Time and attendance > Leave and click Add.
In the Add leave window, select Add leave for employees and click Continue (or double-click the option to continue right away). To create a request for yourself, select Add leave for myself.
In the Leave type step of the Add leave for employees window, the line at the top shows the Working calendar and Public holidays calendar; if the company has more than one calendar, pick another with Change calendars. If there is more than one leave rule, select the Leave Rule, then click one of the Leave Type cards (filter long lists with Search leave types). If no employee matches these choices, Next stays disabled and the reason is shown next to it. Click Next.
In the Dates step, enter the dates and times; the box below shows the duration Per person and the Back at work date. Click Next.
In the Employees step, narrow down by branch, department and position and select people in the Employee field; All Employees selects everyone eligible. Optionally write a Leave Address (up to 50 characters) and a Leave Description (up to 250 characters), then click Next.
The system checks each employee. If leave cannot be entered for some of them, the Partial Validation Error window lists the Cannot be Added and Can be Added employees with reasons; you can continue with the eligible employees using Continue.
In the Review step, check the duration Per person, the number and names of the employees and the start, end and return dates. There are two options:
Send: the leave of each employee enters their own approval process.
Approve and Continue: the leave is saved directly as Approved without going through approval.
Enter the verification code sent by SMS in the Approval of Leave Entry window.
Entering leave for one employee from the registry
Go to People > Personnel records in the left menu, click the Entitlements card and open the employee's row.
Click Add Leave at the bottom of the Entitlements window.
The Add Leave window opens with this employee selected; the working calendar, public holiday calendar and leave rule are the employee's own. Choose the leave type. If the employee is not eligible for the type (for example because of its gender condition), Next stays disabled and the reason is shown next to it.
Enter the dates, check in the Employees step that the employee is selected, then finish with steps 6-8 above. When the window closes the Entitlements balance refreshes.
Granting bonus leave (extra entitlement)
On Leaves, click Add Bonus Leave.
In the Rule & Type step, select the Leave Rule and Leave Type and click Next. You cannot continue if no active employee is assigned to the rule.
In the Employees & Date step, enter the employees, the Start Date and the number of Days to add. The number of days cannot be negative.
Click Save.
Result
Multiple leave is added as a separate record in each employee's leave list. Employees whose dates overlap an existing leave are shown in the Cannot be Added list during the pre-check; if an overlapping employee remains in the selection, nothing is saved for any employee.
Bonus leave is added to the employee's balance as an entitlement row of type Manual and increases the remaining balance. It does not require SMS verification or digital credit.
For a leave type with a gender condition, ineligible employees are shown as not eligible and no leave or bonus can be entered for them.
Common problems
Symptom: The Add leave for employees option does not appear; Add opens your own request form directly.
Cause: You do not have the LEAVE_ADD_ALL permission.
Solution: Ask an admin for the permission.
Symptom: "Not eligible for this leave type" warning.
Cause: The leave type's Who can use it? setting does not match the employee's gender.
Solution: Check the employee's gender or the leave type setting (Creating leave rules).
Symptom: "This employee is not eligible for the selected leave type" in the Add Leave window opened from the registry.
Cause: The employee does not meet the leave type's conditions (for example gender) or is not on the selected calendars.
Solution: Choose another leave type or check the employee's calendars with Change calendars.
Symptom: Some employees are missing from the list.
Cause: Only employees in the branches you are responsible for, and assigned to the selected calendars and rule, are listed.
Solution: Check the employee's branch and assignments.