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:
- Viewing leave requests that require your attention
- Approving leave requests
- Approving leave requests with multiple days
Viewing leave requests that require your attention
To view leave requests that require your attention on the Deputy mobile app, scroll down on the Home screen to the Needs attention section then tap on Leave requests. All leave requests for the location selected at the top of the Home screen will be listed here.
If you would like to further filter to only see leave requests assigned to you then tap on the filter icon on the top left of the screen.
Tap on Assigned to you and this will show all leave requests assigned to you. To revert to see all leave requests assigned to any manager in your selected location, tap on the filter icon again and tap on All requests.
Approving leave requests
Tap on the leave request in your needs attention list that 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. Note: this behaviour 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. 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)
- 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.
Note: if you have not set up Standard hours for the team member then the standard day will be set as the default shift length for the location as set in Location settings.
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.