This article is written for Deputy mobile app users with an access level of Supervisor, Location Manager or System Administrator who would like to approve leave requests on their phone.
Managers can also approve leave on the Deputy web application.
This article will cover:
Approving Leave Requests
1. From the Home tab, scroll down to the Needs approval section and tap on Leave requests.
2. Tap to select the leave request you wish to review.
When opening a leave request, you will see the details of the leave request. This includes the dates requested, the leave type, and the employee's leave balance.
You can also see if the leave request impacts any scheduled shifts. If there are any shifts that overlap the leave request, they will be turned into Empty Shifts when you approve the request. You will then need to re-schedule other employees into those empty shifts. This only occurs on mobile. If approving/declining leave requests on the Deputy web application, you can select what happens to the shifts.
You can also see whether others are already on leave for this period.
When you continue to scroll down the screen, you can see the employee's comment they added when requesting leave.
If all the details are correct, you can add a comment about the leave request, then tap Approve or Decline. Note that entering a manager comment is mandatory if you decline the leave request.
Approving Leave Requests with Multiple Days
For a leave request with multiple days, you will need to select the way you would like to apply leave, for each day of leave applied for.
On the Home tab, tap on leave requests that need approval and select the leave request with multiple days requested.
In the "Leave days / Leave hours" section, a red text warning will appear, informing you that you will need to select the days where leave applies before you can approve the leave request.
If you have configured your leave to appear in hours, this label will appear as "Leave hours".
If you have configured your leave to appear in days, this label will appear as "Leave days".
Tap the "Leave days / Leave hours" section.
You will then be presented with a list of days that leave has been applied for:
To set how much leave applies, tap "Select type". A small selection box will appear, where you can select the leave hours required for that day. The options presented will be either "Standard hours", 'Scheduled hours" (only shown if the employee was scheduled to work that day), and "Non working day".
For 1 day leave requests, this will be auto-selected for you as "Standard hours" but you are able to edit it if desired.
"Standard hours" is calculated using your location's opening time plus the default length of a shift there, minus the length of the default break. If your location opens at 9am and the default shift is 8 hours with a default break of 30 minutes, the leave time will be given as 9am - 4:30pm, meaning that your employee will be paid for 7.5 hours.
When every day has a leave type applied, tap Back.
Before approving the leave, please ensure that all of the times are correct.
If the leave is in the past, approving it will generate timesheets for those days in the past.
If the leave is in the future and is approved, the system will create timesheets as those days pass.
Either way, you will need to manually edit each timesheet if you do not set the time correctly to start with.
You can approve or decline the leave as per normal by scrolling down, adding a comment and tapping Approve or Decline.