How To: Configure and request leave

Everyone needs a day or two off now and then. Away from all the stress that work sometimes brings, so that they can start again afterwards in high spirits and with recharged batteries! Already dreaming of secluded beaches or tourist hotspots too?

Then perhaps it’s time to go and request some leave via your Teamleader account. But how do you do that? We set out all the tips & tricks of vacation planning for you. Amongst other things we teach you to:

1. Define different types of leave
2. Request leave
3. Approve leave
4. Configure general holidays
5. Draw up an HR report

1. Defining types of leave

In general

Leave can be more than just a holiday. You might fall ill unexpectedly, or have to go to a family member’s funeral (we hope you don’t, of course). This sort of thing can then be defined as ‘short leave’. To get you started quickly, it’s best to enter the various different types of leave clearly in Teamleader first.

As an administrator you have the permissions to create leave types in Teamleader. You can do this by navigating to ‘Settings’, where you select ‘HR’.

Next you’ll see the widget ‘Vacation types’. Click the plus next to it to add new types. In the next popup you can define all of the parameters of the vacation type. Enter a name, give the type an easily distinctable color and set limitations.

When finished, hit ‘Save’ and repeat for different kinds of vacation types. These are now the default settings for your vacation. Now you can go and define them on a user level as well.

On a user level

Now that you’ve defined all of the different kinds of vacation your company offers, you can go and define on a user level which types someone has access to. Not everyone will be entitled for maternity leave, for example.

That’s why you can define the types of vacation per user. Just click on his or her name in the HR module, and you’ll get the same widget stating ‘Vacation types’. Here you can ‘overwrite’ the terms for a certain type of vacation, specifically for that person.

Just remember: if you’re editing the general types of vacation again, you’ll be asked if the settings for all users, including those with customized holidays, can be reset to your new parameters.

Preparing for a new year

If you’re getting ready for the new year, you probably want to make your coworkers happy with the new leave planning - and right you should! Just be careful not to change anything in the current (or past) year. This would make the holidays of the previous year disappear.

2. Requesting leave

Once your HR manager has configured the various leave types, you, as an employee, can start requesting leave. Do this via your personal menu. Click on your name, above right, and then ‘My Account’. An annual calendar will appear on which any general closing days (see point 4) are visible.

How exactly do you request your leave? It’s simple. Click on a single day or click and drag to select multiple days on which you wish to take leave.

On the right hand side you’ll get a menu where you can specify the details and select the type of your leave. If you deselect ‘all day’, you can specify the hours. That makes it easy to take half a day off, for example.

Click ‘Add’ and your request will be sent to your team leader for approval. You will see that the days you’ve selected appear on your calendar in a light hue, based on the type of leave you have requested. As soon as your request has been approved, the colour will become darker.

3. Approving leave

If employees have applied for leave, there are two people who can approve it. Administrators can always grant leave. Additionally, one person within the company can be given this responsibility, but only if permission has been configured in the team settings.

To do this, go to Settings > HR. Under ‘Teams’ you can go to ‘Actions’ where you can edit the teams. Here you have the option to give one person access to manage leave for the members of a team. This can be an HR Officer or an administrative employee for example, whatever you prefer.

If an employee has requested leave, the administrator or person responsible will receive a notification and an email, whereupon he/she can evaluate the request. The request, plus the type and duration of the leave asked for, will appear in a new window. Here you can accept or, if applicable, refuse the request.

When you click ‘Save’ your colleague will immediately receive an email that his or her leave has or has not been approved.

Please note: an administrator in Teamleader never has to have his leave approved, even if he is part of a team with a designated team lead.

4. Configure general holidays

As mentioned in point 2 above, a company can also configure general holidays on which all the personnel have leave. This may be for a collective holiday, for example. Configure this via ‘Settings’ under ‘HR’. Again, the annual calendar will appear. If you click on a particular day you can configure it as a general closing day for the whole company. These days will also appear in your colleagues’ personal calendars as holidays.

5. Draw up an HR report

Human resource managers and others may find it useful to have a complete overview of all their colleagues and their leave. You can generate this easily by going to ‘Closing Days’ via Settings > HR. Via the arrow you can export an Excel file showing all your colleagues’ leave in whichever month you select.

This article was helpful for 55 people. Is this article helpful for you?