Automate leave process

The Employee Leave Process: Decoded

Second CRM Team's picture

Employee leave is an essential and inevitable part of running any business. And who doesn’t love a holiday? But leave isn’t just something companies have to provide because the government says so. Besides adverse effects on morale and mental health, overworked employees experience high levels of stress, which may contribute to health problems.

Employee burnout

This is characterized by exhaustion, depersonalize and lowered productivity. Burnout results in increased absenteeism and high turnover rates, both of which can cost your organisation dearly. Absent employees place additional stress on other workers as responsibilities are redistributed, and high turnovers waste valuable company time in recruitment and training.

The importance of good management

A survey found that employers spent an average of 14.6% of payroll on absence-related benefits, from scheduled absences such as leave and holidays to unscheduled absences such as sick days. This percentage has the potential to hugely affect the bottom line by cutting into profits. Inefficiently managed leave can cause confusion and productivity loss in your company.



This post is a simple, basic and instructional guide to automating the work leave process in Second CRM.

Leave

To add or edit leave information, you must have permissions set by your Second CRM administrator. Click to learn more about permissions.

Here’s what leave (approved, requested and denied) looks like in your Second CRM calendar:

calendar

Second CRM makes sure that leave dates are clearly labelled and displayed to help keep you organised. This ensures all the workaholics out there don’t forget to take their well-earned vacations.

Leave Type

There are many types of leave, from maternity to medical. Some companies have their own policy on leave, and may desire to add different leave types to Second CRM. Here’s an example of what a leave type looks like:

types of leave

All leave designations as well as holidays can be assigned a unique colour code for easy identification within the users’ calendar.

Leave Allocation

An e-leave management system helps you to keep track of leave allocations. This is the number of days (per leave type) that you (the employer) are allocating to an employee (or a category of employees) for a certain period.

For example, if regular employees are supposed to have 15 paid vacation days per year, 10 paid sick days per year, and an unlimited number of unpaid vacation days per year (after having used up their paid ones), you will have to create one category of employees (staff), 3 leave types (paid vacation days, paid sick days, unpaid vacation days), and the 3 allocations will be:

  • 15 paid vacation days per year for all regular employees
  • 10 paid sick days per year for all regular employees
  • unlimited number of unpaid vacation days per year for all regular employees

Generally, the Human Resources department sets this up once and for all at the beginning of the fiscal year and at the beginning of each employment (as part of an on-boarding procedure) rather than the employees themselves requesting allocations.

This way, both employers and employees will know how many days’ worth of leave they have used, and how many are remaining.

Holidays

You can also input holidays in Second CRM. This prevents any confusion and mix-ups, as company-wide non-working days and public holidays will be clearly outlined in users’ calendar.

Applying for leave

In an e-leave management system, employees can see their past and current leave requests, as well as its corresponding status (pending, approved, declined or cancelled) from their Account screen, as shown below.

leave application

Any new leave requests will automatically be routed to the users’ manager for approval.

You can find out more about how leave works in Second CRM User Manual.

Keep thorough records

Keep as much information in Second CRM as possible. It’s your record of all your business information, from sales to administration. Add notes, descriptions, track emails, social interactions—everything. This way, you won’t lose track of which stage of the sales process you’re in with a customer, and you will be able to manage personnel, track employee progress, goals, and more.

You won’t have to worry about distributing the days’ work to cover for an employee on leave, because everything has been taken care of in advance. You’ll know what’s happening with your business on any given day, giving you peace of mind that you have everything under control.



Second CRM is an award winning business automation solution, designed to make medium to large corporations more productive, by automating their business operations, using Internet and mobile technologies. Second CRM focuses on improving sales & marketing, customer support and operations.