The ability to see and approve leave requests is restricted to the managers of the employee, including any direct supervisors, location managers and system administrators.

Being aware of what leave has been requested, as well as what’s been approved is important when it comes to both scheduling and managing leave efficiently. Deputy helps you see pending and approved leave requests, notifies you of requests, and shows leave requests in employee profiles.

It's easy to see which team member is on approved leave or is unavailable when scheduling.

For more information on setting up Leave in Deputy please read Leave Management and then also Approve and Decline Leave Requests.

This article will cover:

• Where to see pending and approved leave requests
  • Me Dashboard
  • Schedule - Employee View
  • Schedule - Area View
  • iOS mobile app
  • Reports
• Notifications for new leave requests
  • Email
  • Push notification on mobile
  • Notification in Deputy toolbar
• Viewing leave in an employee profile

 

In your Me Dashboard, you can see anyone who’s currently on leave listed under What’s happening?

Awaiting requests will be listed under Needs Approval.

These lists can be expanded and collapsed using the arrows to customise your Dashboard view.

When you view your schedule by 'Employee View', team members with time off requested or approved will appear in the schedule.

• Approved leave shows as a solid red box.
• Leave still awaiting approval will appear as a dotted red box
• Unavailability will appear as a purple box.

If you click on the box showing time off, you will be taken directly to the leave request in the team member's profile.

Depending on the permissions for your role, you may not be able to schedule someone for a date on which they have approved leave.

When you view your Schedule by 'Area View', employees that have submitted unavailability or have leave requested or approved will be shown in an area at the top of the screen called Time off.

You can collapse or expand this Time Off Area and click on the name to toggle on or off Unavailability and Leave if you only wish to view one or the other.

• Approved leave shows as a solid red box.
• Leave still awaiting approval will appear as a dotted red box.
• Unavailability will appear as a purple box.

We want to help managers have the full picture of who’s available and who’s not when scheduling their team members on mobile.

You can view team members’ leave and unavailability on the schedule week view on the Deputy mobile iOS app under the Time off area.

If you tap on the Time off heading you can toggle Show Leave and Show Unavailability on and off to configure the schedule view you need.

You will also see these critical details around time off when adding a shift on Deputy iOS mobile app. If a team member is unavailable or on leave, they will not be recommended for the shift and their time off details will appear underneath their name.

In the Reports tab, you can use the Time Off & Schedules report to see leave requests.

In this report you can see an overview of all team members that can be filtered by location, date and employee type. The report shows:

• Pending leave request - light red
• Approved Leave - dark red
• Unavailable employees - yellow
• Scheduled employees- light blue

Any leave awaiting approval is always listed on the right, regardless of the date range filter at the top.

More information on Reports.

 

When requesting leave, employees choose a manager (or managers) to approve their request. This can be anyone directly above them in the reporting hierarchy, including supervisors.

You are able to limit the types of leave certain employees can see when submitting leave requests in both our Premium and Enterprise account types.

The nominated manager will then be notified of the leave request. 

Note:

• If the manager is logged into the Deputy mobile app at the time the leave request is sent then they will receive a push notification on the Deputy mobile app but NOT an email about the leave request.
• If the manager is NOT logged into the Deputy mobile app when the leave request is sent then they will receive an email notification instead. 
• The manager will see a bell notification when logged into the Deputy website regardless of whether the manager is logged into the Deputy mobile app or not and regardless of whether they receive an email notification.

The nominated approving manager will receive an email from Deputy detailing the request, with a button to view it on Deputy.

If notifications are allowed for Deputy, the approving manager will receive a push notification on devices with the Deputy mobile app installed and logged in at the time of the leave request. Tapping on the push notification will take the manager to the leave request in the Deputy mobile app.

On the web, the Bell icon in the Deputy toolbar will display a red badge totalling any new notifications. Clicking on these leave notifications will take you to the leave request.

If you know that an employee has submitted a leave request for approval, but they didn’t choose to notify you, you can still approve it by finding it in their profile, in the People tab.

Click on their name.

Select Leave on the left-hand side menu and click on View for the leave awaiting approval.

You can approve or decline leave here (if you decline you must add a comment).

The History tab at the top of each leave request lets you audit all actions taken on that request.

For more information on setting up Leave in Deputy please read Leave Management and then also Approve and Decline Leave Requests.