This guide covers assigning a leave allowance to a staff member, requesting/cancelling leave and approving/rejecting it.
When a leave request is submitted, approved, rejected or cancelled, these matters can be copied to one or more Management Groups. Management Groups are designed to allow multiple managers to be kept informed of staff absences; they are selected from within the staff profile but have to be created as a Distribution List. To select a Distribution List as a Management Group simply click the edit (pencil) icon to the right of the field. This then opens the edit option which is a list of all available Distribution Lists (or Management Group(s)). From here you can select the one you want and then click the Save button.
Once this has been done any alteration to the staff member’s leave would be copied to each member of the group.
Distribution Lists are created via: Laboratory Management > Distribution Lists > New Distribution List
Management Groups get notified but staff with appropriate permissions can also view others’ Leave details. To protect users’ privacy, every staff member has a Home OU assigned. If one isn’t declared upon user creation, the system assigns the default OU in the account (the field can’t be left blank). This restricts visibility of the user’s personal details, including Leave and Illness information, to staff members who have permission to view them within that person’s Organisational Unit.
The Home OU doesn’t limit a user’s access to that Organisational Unit. It’s purpose is to limit the visibility of staff members’ records to key users with access to that OU.
In other words, ‘Home OU’ membership doesn’t determine what a user can access but who can access that user’s records.
Before a user can book leave within iPassport they need to have a leave allowance allocated to them.
Depending on the permissions the user has, they may not be able to do this themselves as it is stored within their staff profile. All users have access to their personnel record through Desktop > Profile (on the top right of the screen) but not all are allowed to edit every detail.
Only users with “Staff Records:View Leave " permission on the staff member’s home OU can see the Staff Member Leave tab and Leave record.
To set Leave:
Once you are happy with the selection simply leave the personnel record, this is then the leave allocation for the staff member concerned.
Once a staff member has leave allocated to them they are free to book it within iPassport.
To access the personal leave summary, go to: Desktop > Profile > Leave (shown above).
The view filter automatically defaults to show the current year leave allocation (above is shown as 2018). The Leave tab also provides an outline of Total Entitlement Allowed, Entitlement Used, Entitlement Booked and Entitlement Remaining. The staff member and the manager can see the same details (via different screens).
The Leave History information panel shows previous leave taken and leave cancelled, while the Leave Pending information panel shows leave that has been requested but not approved.
To request leave:
To add a Leave Type (within Request Leave area):
To cancel a leave request:
When the Cancel Leave button is clicked, iPassport sends an email confirmation of the cancellation to the user and all those in the Management Group(s) within the staff record.
The preference Notify me when my leave requests are updated, determines whether emails notifying you of changes to your request are sent to you; if this has been disabled then no email notification is distributed. All leave updates are recorded in the Leave tab of a user’s Profile.
If the person approving the leave is also the person that requested the leave then no email is distributed, regardless of the preference.
To approve/reject leave requests:
In both cases, a record is made but no time is deducted from the Leave Allowance if the request is rejected.
To view leave records:
To view personal leave records go to Profile > Leave
There are two sections, Leave History and Leave Pending. You can cancel approved leave here, following the same steps from, Cancelling a Leave Request.
Personnel managers can also cancel approved leave if required in the same way as pending requests.
To cancel approved leave: