WorkForce Help Centre
Getting started Leave Module
- How do I create an employee for WorkForce Leave?
- How to provide access to a user for the Leave Module?
- What are the different levels of access in Workforce Leave?
- How do I start off the year and provide leave entitlements to my employees?
- How to create Vacation Leave (Carried Forward)
- How do I provide custom leave entitlements to some of my employees?
- Adding Time in Lieu for an employee
- How do I set stop leave periods throughout the year?
- How do I set team request limits?
- What information can an administrator approve or see, and what can they do on the Leave Dashboard?
How do I create an employee for WorkForce Leave?
The details inserted into the Employees section in WorkForce can be used for all the different WorkForce software modules.
Note: To create Employees in WorkForce, your user account must have Administrator permissions for WorkForce People. If you are a WorkForce Administrator, navigate to the ‘Manage Users’ section in WorkForce to provide yourself with Administrator permissions for WorkForce People, by selecting WorkForce People in the modules drop down menu and select the relative Administrator checkbox for your user account. (Get to know how, further down)
To create Employees in WorkForce, ‘Launch’ WorkForce People and click on the Employees’ section from the left-hand side menu.
Next, click ‘Add’ in the menu that appeared after clicking on the Employees’ section.
Note: The ‘List’ option is available to see all employees inserted into the system, and on page load, WorkForce People Administrators have the option to edit employees.
After pressing add, the below will appear:
Enter details in the necessary fields (marked by an *) and click on the “Create New Employee” button.
At this point, another page will promptly follow, allowing you to input all the other data, however for the Leave Module only, not much information is needed, as per below screenshot:
The leave information tab, will give you further information such as leave entitlement this specific employee has as entitlements:
Note: the ‘Calculate leave according to days worked in year’ tick box only needs to be ticked if you do not want to provide this specific employee with the full annual leave entitlement. The entitlement with this function is calculated pro rata on a day per day basis, and upon reaching end of year, the employee would have exhausted the full entitlement.
E.G: employee Allison Calvert has 224 hours as vacation leave entitlement for 2022, the function to calculate the leave pro rata is ticked in her profile, upon trying to book leave for this employee on 1st March, upon selecting the date for which Vacation leave is required we can notice the entitlement:
It can be noticed that the leave type ‘Vacation’ is specifically showing a pro rata entitlement until 1st March 2022.
How to provide access to a user for the Leave Module?
After setting up your DataByte WorkForce account, select ‘Manage Users’ in the left-hand side menu of WorkForce. Select ‘Leave’ from the drop-down menu to the far right and you can now provide yourself with Administrator access that will allow you full privileges within the system.
What are the different levels of access in Workforce Leave?
Administrator
Administrators have full access to DataByte Leave and can:
– Request Leave on behalf of any employee listed within the system as well as see Leave Entitlements for each employee
– Approve or reject Leave requested by any employee listed within the system
– See all Leave Bookings
– Add and create different Leave Entitlements and assign them to employees
– Select Stop Leave Periods for the whole company or different teams and departments
– Set Team request limits
-Generate Reports
– Close Leave Types for the year
Approver
Approvers have access to:
– Request Leave on their own behalf
– Add and create different Leave Entitlements and assign them to employees
– Select Stop Leave Periods for the whole company or different teams and departments
– Set Team request limits
– See all Leave Bookings
– Generate Reports
– Close Leave Types for the year
HR
HR have access to:
– Request Leave on their own behalf
– Add and create different Leave Entitlements and assign them to employees
– Select Stop Leave Periods for the whole company or different teams and departments
– Set Team request limits
– See all Leave Bookings
– Generate Reports
– Close Leave Types for the year
Users
Users are allowed access to:
– Request Leave on their own behalf
– See their own Leave Entitlements for the year
– See all their own Leave Bookings and requests made by other users in their team
How do I start off the year and provide leave entitlements to my employees?
At the beginning of the year, the main action for the Administrator is to provide all employees with their Leave Entitlements accordingly.
These can be setup from Setup > Leave Types when in WorkForce Leave.
Some Leave Types are already available in the ‘Select Leave Type;’ drop down menu, however the option is also available to create additional Leave Types if needed.
The Leave Types available do not require a Leave Code or Description when being set up, however they would require a Date that the Leave is applicable from, a default entitlement in hours and a minimum number of hours an employee can book.
Note: It is recommended that Administrators do not create new leave types that are already available as Default Leave Types (these are: Vacation <and Vacation Leave Carried Forward>, Unpaid Vacation, Unpaid Sick, Special Leave, Sick, Paternity, Maternity, Marriage, Injury Leave and Half Sick) as some integration features will not work as intended. Default Leave Types can be distinguished as they have a * (star) that appears after the Leave Type Name.
Note: If both the leave module and payroll are used, please note that Unpaid Vacation, Half Sick leave, and unpaid sick leave (once recorded in the leave module, will automatically integrate with the pay run pertaining those booked days and allow you to deduct sickness and injury benefits as well.
Further to these options, WorkForce Leave also allows for:
– Certain Leave Types to not be requested by employees
– Assigning of Leave Types to all employees
– The option for Leave Types not requiring approval
– Upon Saving the Leave Type, calculate Pro-Rata Leave Entitlements for new employees that are engaged during the same year.
How to create Vacation Leave (Carried Forward)
If WorkForce Leave has not been used previously, and no Vacation Leave has been carried forward from the previous year, it can be added as a Leave Type and set up as shown below, in the Setup > Leave Type Section.
Note: A default entitlement of zero can be provided.
How do I provide custom leave entitlements to some of my employees?
Aside from the ‘Leave Types’ section, leave entitlements or custom leave entitlements can also be assigned from Setup > Employee Leave.
Note: This section can also be used for providing Part-Time employees with their leave entitlement every 3 months as recommended by the Inland Revenue Dept. The amount to enter would need to be the full entitlement for the 3 months plus whatever was available previously as a default entitlement. Any leave that was taken during the year will be deducted automatically.
This can be done by actioning the following and clicking the ‘Assign’ button once ready:
– Selecting the year, employee, and Leave Type
– Listing default entitlement in hours
– Listing the minimum hours that an employee can book per day.
Adding Time in Lieu for an employee
If employees are to be provided with Time in Lieu, this can be done by adding hours to the Vacation Leave Entitlement of an employee. For example, If an employee has 200 hours of Vacation Leave Entitlement, and they are to be provided with 5 hours’ Time in Lieu, they should have their Vacation Leave Entitlement updated to 205 hours. This can be done by going to https://leave.workforce.com.mt/en/EmployeeLeave and:
– Selecting the year, employee, and Leave Type: Vacation
– Adding to the default entitlement in hours
– Clicking the ‘Assign’ button.
How do I set stop leave periods throughout the year?
Stop Leave Periods may be setup from Setup > Stop Leave Period. Setting a Stop Leave Period would appear on the Leave Calendar showing employees that it is not possible to take Vacation Leave during that period.
To apply stop leave, simply set who the Stop Leave is valid for (this can be set for the whole company or different departments), input a name for the Stop Leave Period, set to and from dates for the Stop Leave and finally click the ‘Add’ button. Below the area where the Stop Leave can be set, you will see any Stop Leave Periods that have already been set.
How do I set team request limits?
WorkForce Leave allows for limits on leave requests to be set within teams to ensure that you always have the minimum staff needed for your business to continue running smoothly.
Team request limits can be set from Setup > Team Request Limit within the Leave module. This can be done by selecting the year and Team, inserting the maximum number of Employees who are allowed to take leave at any given period, followed by a click of the ‘Add’ button.
What information can an administrator approve or see, and what can they do on the Leave Dashboard?
With WorkForce Leave, you can quickly take a glance at your vacation leave status, pending leave requests and Remaining Employee Leave Balances by clicking on the ‘Dashboard’ item in the left-hand side menu.
Administrators will also be able to see any pending leave requests, whilst approvers can see any leave requests for employees assigned to them. The Department Week Leave section shows any approved leave requests made by other employees within their team.
There is also a section that shows a list of Employees’ leave entitlements, where there is a search box available to them to search for a specific employee. Administrators can see the leave entitlements for all employees, whilst approvers can see the leave entitlements of the employees assigned to them.
