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Table of Contents
Introduction
One of the most important responsibilities of any business is accurately recording employees’ schedules and worked hours so they receive the pay they deserve for their hard work. 💰
Similarly, handling leave with care, as those hours are also involved in your employees’ salary and tax calculations.
This guide walks you through a step-by-step process to properly set up Leave in Indigo.
Configure Indigo Leave in 6 Steps
Follow the steps below for a smooth leave setup.
(Remember: click the arrow in each subtitle to expand the full info!)
1. Understand Leave Types and Leave Groups
1. Understand Leave Types and Leave Groups
It is important to understand the difference between these two elements and the way they work when requesting leave, as the outcome might change depending on your selection.
Find or create leave types in: Payroll & Leave > Leave > Leave Types.
Leave groups are available by default in Indigo.
2. Define Annual Leave Hours in the Leave Entitlement Profile
2. Define Annual Leave Hours in the Leave Entitlement Profile
Go to Payroll & Leave > Leave > Leave Entitlement Profiles to find the default leave entitlement profile, usually called STANDARD. In the STANDARD leave entitlement profile, some default leave types (VAC, SFP and SHP) already have a set value in the Hours tab, as defined by the government. For the remaining types, you can manually enter a value in the Annual Leave Hours column after clicking on ✏️ Edit.
⚠️ Don't forget to run the Global Leave Entitlement Utility when:
You've changed any value in the Leave Entitlement Profile. And;
Shireburn uploads the new leave types (VAC, SFP, SHP, etc.) for the new year, using the standard values announced by the government.
If you don't run the utility, the individual employees' leave entitlement won't reflect the changes and will keep the former values and leave types.
3. Assign the Leave Entitlement Profile
3. Assign the Leave Entitlement Profile
Assigning leave entitlement to your employees means selecting the previously set up Leave Entitlement Profile (see step 2) in the Entitlement Profile field within the employee profile. This would usually add the relevant leave types to the employee’s entitlement.
When can I add Leave Entitlement?
You can assign leave entitlement at employee creation (or the first Excel import) or do it later on. The outcome will be different though:
When creating or importing an employee for the first time, you fill in the Entitlement profile field and then click ✔️ Save. The hours from the selected profile are automatically populated in:
HR > Employees > Leave Entitlement and;
Payroll & Leave > Leave > Leave Entitlements.
If you save the employee without assigning leave entitlement and then edit it later on, no entitlement will be populated in the Leave Entitlement tab. Learn how to fix this 👉 here.
4. Amend Leave Entitlement when Needed
4. Amend Leave Entitlement when Needed
If amendments are needed for a specific employee:
Go to Payroll & Leave > Leave Entitlements to see the full list of Leave Types per employee.
Look for the individual employee's Leave Type lines in the grid.
Edit ✏️ the Entitlement (hrs) value for the needed Leave Type.
When you're ready, click ✔️ Save.
Alternatively, you can make the same amendment in the Entitlement (hrs) column, but this time in the Leave Entitlement tab under HR > Employees. Just choose the employee, go to the tab, and click ✏️ Edit.
5. Set up the Organisation Chart
5. Set up the Organisation Chart
Make sure the 👉 Organisation Chart is properly set up. This will define the approval process for Leave Requests. Learn how to approve leave 👉 here.
6. Create or Link Users for your Employees
6. Create or Link Users for your Employees
Your employees need their own user when accessing the Employee Portal to apply for leave and approve them. With the right permissions, they'll also be able to apply for leave via the Indigo Mobile app.
If you want to link an employee to an existing user, click 👉 here.
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