Leave administration
Leave that runs itself, from application to payroll
A leave management system that runs itself. Employees apply online and watch their balance change as they pick the dates. Managers approve in batches or straight from the e-mail. A daily leave run keeps every balance current and your payroll in step.
Why it matters
Fewer disputes, fewer spreadsheets
Balances people can trust
The application shows the balance as it will stand on the day the leave starts, accrual included, so nobody is surprised at month end and HR stops answering "how many days do I have".
Balance recalculated as the dates change
Approvals that keep moving
Every step lands on the right person's home page and in their e-mail, with the team planner alongside, so a manager sees who else is away before saying yes.
Approve in batches, or straight from the e-mail
Your policy, enforced by the system
Entitlements, working days, public holidays, accrual and cancellation rules are set up once per leave type and leave group, then applied to every application automatically.
Rules per leave type and leave group
What it does
Everything leave administration involves
Applying online
Employees apply from the web app on a phone, a tablet or a computer. The form shows the current balance, the projected balance on the start date and who in the team is away over the same period, and supporting documents attach to the application.
- Apply on behalf of another employee, where allowed
- Apply to sell leave, where the company allows it
- Public holidays and non-working days excluded automatically
- Blocked days marked on the planner before anyone applies
Approving
Each leave type has its own approval process, with one or more approvers and as many levels as the policy needs. Managers see what is waiting on their home page and clear identical approvals at once; everyone involved is notified at every step.
- Multi-step approvals, configured per leave type
- Batch approvals for managers
- Approve or reject from the notification e-mail
- Complete the leave on approval, on return, or by hand
Leave types and groups
Leave types define the approval process, how accrual works, whether the leave may be sold and when it may be cancelled. Leave groups define working days, public holidays and entitlements for a group of employees, and one employee can combine three groups: one for holidays, one for the working week, one for entitlement.
- Public holidays from more than one country
- Different working weeks for different groups
- Entitlement upgrades after a set period of service
- The South African sick-leave cycle built in
Accrual and the daily leave run
The leave run adds accrual by the rules of each type and group: monthly, pro rata, or a reset to the yearly entitlement. The run is automatic and daily, so balances are always current and the month-end scramble is gone, and a run can be rolled back if it has to be.
- Automatic daily run in place of the month-end process
- Monthly accrual on each employee's engagement day
- Forfeits, transfers and adjustments kept as audited records
- A missed run is caught up automatically
Automatic rules
Rules per leave type act the moment an application would breach the balance: reject it, recreate it under another leave type, or split it between the available balance and a second type. Cancellation permissions decide who may cancel an application at which stage.
- Auto-reject when there is insufficient credit
- Recreate as unpaid leave when a type is rejected
- Split one application across two leave types
- Cancel before first approval, final approval or completion
Reporting and payroll
Balances, history and the planner are available to managers on the web and to practitioners in the Windows application, with export to Excel. Approved leave is synchronised with your payroll, so the payslip and the leave record agree.
- Balance, history and planner reports online
- Spot patterns such as sick-leave abuse
- Export any list to Excel with one click
- Leave synchronised with the payroll
Spotlight
The leave planner, by month or on a timeline
Everyone who applies or approves sees the planner: who else in the team is away, public holidays, blocked days and pending applications, colour-coded by leave type and status. An employee sees the people around them; a manager sees the whole team.
HR opens the same planner for any part of the organisation from the Windows application, alongside the balances and history reports.
On the planner
- Approved and pending leave, colour-coded by type
- Public holidays and weekends
- Blocked days the company sets
- Direct and secondary reporting lines
- Month view and timeline view
Works with
Part of one HR system
People management
Approvers come from the reporting lines, and leave shows on the Employee File.
Self-service web app
Applications, approvals and the planner, on any device.
Payroll & integrations
Approved leave synchronised with Sage 300 People, PaySpace, SimplePay and others.
Reporting & BI
Leave balances and history in the report designers and dashboards.
HR Manage is a great system that has brought a simple and convenient way of managing our people within the various HR disciplines and legislative requirements and has a variety of reports that can be pulled at a click of a button.
Can employees see their balance before they apply?
Yes. The application shows the current balance and the balance projected to the start date, including accrual due before then and other applications already in progress.
Can different groups of employees have different rules?
Yes. Leave groups carry the working week, the public holidays and the entitlement, and leave types carry the approval process, accrual, selling and cancellation rules. Mix them per employee, and upgrade entitlements automatically after a set period of service.
Does it handle the South African sick-leave cycle?
Yes. The sick-leave cycle is built in as an accrual rule, and annual, family responsibility and company-specific types are configured to your policy.
Does approved leave reach our payroll?
Yes, where the payroll is integrated. HR Manage synchronises leave with Sage 300 People, PaySpace and SimplePay, and with other payrolls through file, database or API integration.
Book a demonstration
Let leave run itself
See the planner, the rules and the daily run on your own org structure, with the people who build it.
- A demonstration takes about 45 minutes, online or on site
- We answer the pricing and implementation questions on the call
- Prefer e-mail or phone? All contact details →
Book a demo or ask a question
We get back to you within one working day.