Comprehensive features for staff leave planning to ensure that all your company leave policies are implemented
HR info Repository
Maintain HR information and upload documents related to staff like passports, appraisal forms etc.
Maintain employee contact info, addresses, emergency contact details, education history.
Look up this info online any time anywhere in the world.
Employees can update their latest addresses and emergency contact details online
Holidays and weekly offs
Set weekly days off and company holidays at individual / location or company level.
Set Company holidays– Holiday settings can be customized at location, department or even employee level.
View Monthly, current year, next year and previous year calendars of teams and users with filters for department, location etc.
Set automatic reminders of leaves and company holidays.
Policy rules can be set to come into effect x months/weeks/years after hire date.
Leave accruals can be done in hours or days.
Users can accrue balance by day, week, every x weeks, every x months, semi-monthly or every two weeks
Secondary accruals can be set to happen in parallel - for example add an extra day for every year worked.
Different policies can come into effect at different times of an employee’s tenure.
Accruals in hours/days can be calculated up to 4 decimals accuracy.
Also allows manual adjustments to leave balances to set current balances
Custom Settings of Leave types and policies
Leave types and policies can be assigned at employee, location or company level.
When policies change in between earlier history of leaves are still available.
Set Start date of the leave year as any day of the year like 1st July or 1st April. Defaults to Jan 1st.
Leave types like Business trip and Training can also be set – for informational purpose to view employees availability
Run Leave Balance engine to recalculate balances after leave policies are changed.
Company holidays and weekly off
While calculating leave duration for leave types you can decide if the intervening weekly offs and / or the Company holidays need to be included.
Define different Company holidays for different locations / department or even at employee level.
Watchers / interested parties are people who get copied on mails when leave requests are made and approved.
So your HR staff or managers or department heads or team leads can be informed when certain staff request leave and get email notifications when requests are sent and approved.
Put people in teams and view team calendars in one click
View monthly calendars of employees
View full yearly calendar view shows availability of staff in teams, departments and locations visually – to help plan staffing
Integrate calendars with Outlook, Google calendar and iCal
Decide if the leave reason should be shown or suppressed on the calendars.
Multi- location customization
Set date formats for each location
Set custom leave types and policies
Set custom holidays for each location / department.
Form teams of employees from multiple locations to see team leave calendars
Create leave type names in your own language (French, Spanish, Chinese, German….)
Create your email templates to go out in your own language when notification emails are sent.
Employee Self service dashboard
Display leave balances in hours or days
Detailed view of how leave is accrued and used up when you click on a leave balance.
Real time info of balances
Apply leave online, get approved online and get notified online
Editing submitted / approved leave requests
Edit and resubmit leave requests while it is waiting for approval
Edit and resubmit requests even after they are approved in case your holiday plans change. This is a permission based setting that can be turned on or off.
View past leave approvals
View approvals you have done in the past.
Search for leave requests by individuals or by leave request types and between date ranges
View who else is off at the same time
See who else is off at the same time when approving leave
See past leave history while approving leave
See company holidays while approving leave
Supporting Document Settings
Ask for supporting document (like a medical certificate) to be attached as a requirement if leave exceeds a certain number of days, or if the employee has applied for leave multiple times recently ( for example 4 times in the past 2 months).
Show supporting document requirement as a warning.
Set "Auto approval" for leave requests of specific leave types or for specific employees.
Employees with the right permission settings can make leave requests on behalf of other staff and also have them auto approved.
Employees can be set to have No approvers – so all their leaves will get auto approved when requested.
Post company-wide, location-wide or team notifications on the dashboard.
Get notified by email of upcoming holidays and reminders of leave of staff
Credit overtime to Time off in lieu /Compensatory Off or any other custom leave type
Overtime can have a separate approval path
Leave approval workflow
Automatic workflow of leave requests in preset approval paths.
Up to 3 approvers in a leave approval path
Attach leave approval paths at company, location, department or employee levels.
Attach different approval paths for different leave types at the employee level. So sick leave can be set one approval path and Vacation can take another approval path.
Full day, half day or in hours
Leave requests can be set to be applied for in full days, half days, quarter days.
OnlineStaffLeavePlanner can also accept partial days by specifying start and end times.
Employees can be put in different shifts and time-off will get automatically calculated based on their shift timings.
OnlineStaffLeavePlanner allows flexible working hours and time-off requests that can be availed based on duration specified. Apply leave with duration in hours – like 2 hours without specifying start and end time.
You can mark a person on leave when they fail to turn up at work without a matching leave request. A reminder will be sent to the absentee to put in a leave request for the date specified.
Log late arrivals – put in how many minutes late people turn up at work
Set reminders to tell you when someone is going to be off on vacation at a set number of days before they go off.
Set holiday reminder emails of upcoming holidays. View users on leave on your dashboard for the current date and for future dates.
Record Overtime and set Time Off in Lieu. Employees can use this time-bank taken from overtime or any other extra work done to compensate for time-off.
Log Late Arrivals.
Log overtime requests
Log Absences of users who have forgotten to put in leave requests and do not turn up at work.
Access Roles and permissions for users
Create different user roles and grant permissions to different sections of OnlineStaffLeavePlanner.
Control View Edit and Delete permissions
Comprehensive and granular permission settings for user roles.
Users can have multiple roles
You can set Restricted days – to show a warning or avoid leave requests on key working days of the company (like month end or month beginning or important days)
Set restricted day pattern with recurrences
You can set restrictions on leave requests - to prevent key people from taking leave at the same time.
Set maximum number of people who can take off at the same time in a team
Set shifts, shift timings and user schedules at employee level.
Set Work at home days/times
Leave request calculations will be based on the shift settings for individual users.
You can opt to see shift colors on the monthly calendar. Work From Home can also be shown in different color on the calendar. Helps with planning staffing.
Management reports that can be downloaded in excel and PDF formats
Reports on Employee information, current leave balances, leaves taken, leave requests made, overtime requests, manual adjustments made all filterable by employee, locations, departments, job titles and hire types.
IP restrictions can be set to allow logins only from selected ips or range of addresses.