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How to enter leave on behalf of your team members (UK only)

Lisa Kirby
  • Updated

Deputy is rolling out a new leave management system which is currently only available to select customers in the UK before being made available more widely later this year.

This article is intended for Deputy customers using the new leave management feature. If you are a Deputy Premium customer in the UK and not using the new system yet, please read Preparing to migrate to the new leave management experience.

 

This article is for managers with an access level of Supervisor or higher who may need to enter leave for their employees. Please ensure you have read Introduction to leave management.

This article will cover:

 

Adding leave for others

There are various reasons why a manager might need to enter leave on behalf of the employees:

Permissions:

System Administrators and Location Managers will see and can select any leave type set up in the organisation when adding leave for others, even if that particular employee has not been assigned that leave type in their profile however the list will be divided into two groups 'Entitled' and 'Not entitled'. 

Supervisors can only enter leave for others as a specific time period when the team member is on leave and then the leave request must be approved by a System Administrators or Location Manager who will assign the leave type and approve the leave.

 

Adding leave via employee profile

1. On the People page and click on the employee name you would like to add leave to.

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2. Select Leave on the left-hand side of the screen and click on Add leave request for upcoming leave.
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3. Select the date for the leave to apply (all day or part of the day), select a leave type, add a comment and click on Request & approve to add and approve the leave in one step.

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Note: System Administrators and Location Managers will see and can select any leave type set up in the organisation when adding leave for others, even if that particular employee has not been assigned that leave type in their profile however the list will be divided into two groups 'Entitled' and 'Not entitled'. Leave types assigned to the team member in their profile will be listed under the Entitled header and all other leave types in your account will be listed under Not Entitled.
leave entitled vs not entitled.png
 

Adding leave via timesheets

It is also possible to add leave for employees when approving Timesheets. You may have to do this when the shift was not worked as scheduled in the instance that the employee went home sick or had some other misadventure.

You can create a new timesheet and manually add the required leave for the employee by selecting the leave type in Area of Work on the Timesheet.

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The leave is applied when the timesheet is approved.

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