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Table of Contents
Introduction
Need to apply for a well-deserved vacation 🏖️? Or maybe you'll be on a business trip 💼 soon and need to request out of office hours? You can effortlessly do so in the Out of the office widget on your Employee Portal dashboard. But that’s not all—if you have subordinates in the organisation chart or have been granted the necessary permissions—you can also use this handy tool to apply for leave on behalf of others.
To see how to proceed on the Out of the office widget, just keep reading this article 😉
🧠 Good-to-know
Using the Indigo Mobile app is another very quick and easy way to submit your leave requests. It also keeps you updated about your leave balance and history, and allows you to check who's already on leave on a selected date. More on this 👉 here.
Remember that permissions need to be granted to use the Indigo Mobile app.
Applying for Leave
For Yourself
Click the Apply button in the Out of the office widget.
The Apply For Leave window will pop up displaying a weekly calendar according to the dates selected in the From and To fields. The screen will update with the selected date range automatically.
To apply for leave, click on the plus ➕ icon on the top right section of the desired day.
By doing so, the Apply For Leave modal opens. Your full name will show in the Applicant field along with your assigned Leave hours schedule, both greyed out.
Insert the dates when your leave request starts and finish in the Date from/to fields.
Select a Leave Group (e.g. Vacation) or a Leave Type (e.g. VAC25) to deduct hours from. One choice will grey out the other field. You can learn more about the difference between the two 👉 here.
Choose a Leave hour schedule detail for the requested leave (E.g. Full Day, Morning, Afternoon, Hours, etc.).
Time from/to fields will appear only if you previously select a 'variable hours' leave hour schedule detail (e.g. Hours). This would allow you to enter a specific time frame (e.g. the employee works full time, but they need to take only two hours of leave during the day. In such scenario you would insert the starting and finishing time to cover those two hours leave.)
Enter e Reference no. or a note in the Remarks field if needed.
Select Submit when ready.
The employee will be notified via e-mail about the submitted leave request.
🧠 Useful Tip
The options available in the Leave hour schedule detail dropdown depends on what you set up in Payroll & Leave > Leave hour schedule > select a leave hour schedule record > Dates tab > Details tab. More on this 👉 here.
🤔 Remember
If you apply for a leave type whose the pay rate is 0.99 or less, a warning message will be displayed to the user. The user will then have the option to either proceed by clicking Yes or cancel by clicking No.
This popup can appear in both the Applying for Leave widget as well as the Leave Request Audit.
On Behalf of Someone
To apply for leave on behalf of another employee, hover over the 🔽 arrow on the Apply button in the Out of the office widget. The On behalf of button will show if you are eligible to apply for people other than yourself. Select it, and proceed exactly as you would do for yourself. The employee you are applying on behalf of will be notified via e-mail.
📋 Note
You can also cancel leave on behalf of someone. Just hover over the 🔽 arrow on the Cancel button. The On behalf of button will show for it as well.
The same conditions apply as for submitting leave applications for your subordinates.
👀 Check this out
If you have an Administrator (or HR Administrator) role assigned, you can directly insert leave requests via the Leave Request Audit page in the Payroll & Leave module.
⚠️ They will get automatically approved though, so please be extra careful.
Look at👉this article to learn how to process leave in the Leave Request Audit page.
How to Allow an Employee to Apply on Behalf of Someone Else?
How to Allow an Employee to Apply on Behalf of Someone Else?
The most common scenario is where managers have people reporting to them and needs to apply for or cancel leave on their behalf. To enable this, you need to properly set up a hierarchy in the organisation chart, ensuring the managers are positioned their subordinates.
In the image below, we see that Mick has four people reporting to him, and one of them (Joan Jett) has a subordinate too. This means that Mick can apply for leave on behalf of his four direct subordinates, as well as for Joan's one.
Joan, on the other hand, is only able to request leave for herself and her one direct report.
It's also possible to create an exception to the organisation chart, by specifically assigning an employee to apply for, straight from HR > Employees > select an employee (applier on behalf) > Apply On Behalf Of tab. Once there:
Click on the ➕ Insert button on the far left of the toolbar.
Start typing the name of the employee to have the suggestions showing.
Select the employee you need and click on ✔️ Save.
In the image above, Mick will be able to apply for leave on behalf of Rose Axel even though she is not inserted as a subordinate in the organisation chart.
Example
In your company you have a receptionist (Mick) and a cleaner (Rose). The cleaner doesn't have access to a computer, but your company policy requires that all the absence requests have to be processed in Indigo. Therefore, you would open the receptionist employee profile and insert the cleaner in the Apply On Behalf Of tab.
🤔 Remember
Both the Organisation Chart and the Apply On Behalf Of tab, can only be accessed by people having the proper roles (e.g. Administrator, HR Administrator) or permissions assigned.
The Apply On Behalf Of tab only allows to submit leave for the inserted employee. The approval process will still follow the organisation chart structure.
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