Leave Requests

Employee leave requests can be recorded and managed from the Leave tab in PayHero.

Recording Leave

To record leave for your employees, click the  button on the right and select the employee's name.

From the Record Leave window, you can adjust the length of leave, Leave Type and see the employee's available balances for the selected type of leave. The total requested days of leave will be calculated based on the employee's Otherwise Working Days, for example, if they request leave from Monday - Sunday, but only work Monday - Friday, leave will be recorded as 5 days, not 7.

Once approved, the leave is entered on the calendar. Click on the coloured circle to see summary details of the entry and who approved it. 

Editing Leave

After clicking a request, click on the button on the right of the pop-up window to edit the entry, if needed.

If the Leave has been approved, it will only be possible to edit the End date of the request. This is useful if the employee has returned earlier than planned. For any other changes, you'll need to decline the request and enter new leave to suit.

Note that the employee will receive an email notifying them that the leave has been declined, so it's a good idea to discuss this with them. Alternatively, you can use the Notes field on the request to let the employee know why the request has been declined - this will be included in the email message sent to the employee. 

Important: If the leave request has already been included in a draft or sent pay, it won't be possible to decline it. If the pay is still in draft, simply remove the employee from the draft pay first. You can still edit the End date, but the earliest valid End date would be the last day of any pay periods the leave has been included in. For example, if you have a leave request which currently ends on a Tuesday, and your last pay covered up to the prior Sunday, you can change the End date to any day from the Sunday or later.  

Employee Leave Requests

If your employees are using the PayHero Employee Portal or the Mobile App, they are able to submit leave requests which require approval from an administrator or a team manager.

If the employee is a member of a team, the team manager will receive an email notification alert. For more details around setting up teams see: Teams.

In addition to the email alerts, leave requests will also appear on the To Do section of your Dashboard:

And as a translucent entry on the Leave Calendar:

Click on the entry, then the  button to approve or decline the request. Your employee will be sent an email letting them know the status of their request once you have updated it.

If desired, you can use the 'Notes' on the request to include a message in the email they receive, especially useful when declining a request.

If you are recording leave or viewing a leave request for dates that overlap with another employee's leave, the dates and status of that entry will also be shown.

Leave Requests Summary

You can keep an eye on upcoming leave in the Leave Requests summary at the bottom of the calendar. If preferred, you can bring the summary to the top of the screen by collapsing the calendar view using the arrow on the right. This will bring up a summary for the month.

You can quickly approve or decline any pending requests using the green + button in the Response column. 

You can also view declined leave using the  button on the right.