Manage Leave Groups

The Leave Groups feature allows administrative users to manage leave approval workflows. This feature is accessible by selecting [Administrative -> Leave Groups] from the left navigation menu.

* Note: By default, the list of assigned staff will display current ‘Active’ staff.  To view ‘Former’ staff, select the status filter (dropdown list) above the assigned staff.

There are 3 sections/tables that are displayed when viewing leave workflows.

• Leave workflow groups – Add new groups, edit existing group name, view the number of pending requests, and the number of staff assigned to the group.
• Reviewers – Displays the reviewers for the selected workflow and provides the ability to edit reviewers.
• Assigned Staff – Displays the staff that are assigned to the selected workflow and allows for editing of group assignments for staff.

Leave workflow groups

Selecting/clicking a workflow group will display the details (reviewers and assigned staff) of the group in the tables to the right.

1.   Add group: Click the add [+] icon on the right side of the header. An entry box will display the bottom of the list. Enter the name of the new workflow group and click the the save icon.

2.  Edit workflow group: Select the edit icon displayed to the right of the selected group.  

3.  Deleting group: Click the delete icon on the far right of the selected group.
     Note: A group cannot be deleted if staff are currently assigned to the group. Remove/re-assign staff before deleting the group.

4.  Staff: The staff column displays the number of staff that are currently assigned to the leave workflow groups. 

5.  Pending: The pending column displays the number of requests that are currently ‘Pending’ approval for the selected group. If the logged in user is a ‘Leave Administrator’ or reviewer within the selected group, clicking the number displayed in the ‘Pending’ column will redirect them to the leave request page for a detailed view of the pending request(s).

 

Reviewers:

The reviewers list displays a listing of the reviewers for the selected workflow.

Editing Reviewers

Click the edit button on the top right of the reviewers heading to initiate a change to the reviewers, their order of review, and/or removal of reviewers. 

 

1.  Add Reviewers – Reviewers can be added by clicking the ‘Add Reviewers’ button at the bottom of the list.  A maximum of 4 reviewers is allowed.

2.  Reorder Reviewers – The review order can be re-arranged by dragging reviewer names up or down on the list.  The number next to each name indicates the order of review.

3.  Remove Reviewers – Reviewers can be removed by selecting the reviewer and selecting/clicking the delete icon.

Click the save icon at the top of the list to finalize all changes.

Note: If any requests are pending when modifying a group, the approval process for those requests will be restarted.

 

Assigned Staff: 

The assigned staff list displays the staff that are currently assigned to the selected workflow group. 

 

Assign staff: 

Staff that are currently not assigned to another workflow can be added to the selected workflow by clicking on the ‘Add Unassigned Staff’ button at the bottom of the list.  A dropdown list will display the names of staff who are available to be assigned. 

Reassign staff

To re-assign staff that are currently assigned, select the group that they are assigned to, select their name in the ‘Assigned Staff’ list, and click the ‘Edit’ icon to the right the name. 
From the dropdown list that appears, select the new workflow group assignment and click the ‘Save’ icon.

Remove currently assigned staff

Staff can be removed from their workflow group by selecting the staffer and clicking the delete icon to remove them from the group.  Once removed, the staff are unassigned and can be added/reassigned to another group.

 

Staff Listing:

The ‘Staff Listing’ displays a list of all staff (default order is alphabetical).  This allows admins to quickly locate, review, and change group assignments as needed.

1. Click the ‘Staff Listing’ button to display the list of staff.  The number of staff are also displayed on the button.
2. The search field filters the list based on the keyword search.  All columns are searchable.
3. The status filter options are ‘All Staff’, ‘Active’, and ‘Former’.  The default status is ‘Active’.
4. Group assignments can be modified by selecting the staffer and clicking on the ‘Group Name’ that they are assigned to. A dropdown list will display, and the group assignment can be modified. The changes are automatically updated/saved when selected.