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LeavePro

Adding an employee

There are two ways to add employees to the system. You can add them one at a time or do a bulk import from a spreadsheet.

To add an employee go to the Employees screen and click the “Add Employee” button.

Add Employee button

Add Employee screen

You can hover over the icon next to a field to see more detailed information.

Employee Details:

  • First name
  • Surname
  • Employee number (optional)
  • Email (optional): Needed if the employee will log into LeavePro.
  • Send login invitation: Tick this to email the employee an invite to LeavePro. You can also send it later.
  • Gender

With LeavePro Plus you can also enter their cellphone number for SMS notifications and their birthday for birthday reminders.

Employment & Leave:

  • Department
  • Who approves their leave?: You can select one of the following:
    • Department Approver: Leave will automatically be sent to the approver for their department. This is the recommended option because you can change the approver for a department in one place, without needing to change the approver for every employee.
    • Approves Own Leave: This employee can approve their own leave, without it being sent to someone else for approval.
    • Select another employee as their leave approver
  • Date employed: It’s important to get this right because it determines the employee’s leave cycles, and it can’t be changed later.
  • Annual leave per year: The number of days annual leave an employee is entitled to each year. For example, if you enter 15 days and a monthly pay cycle they will receive 15 / 12 = 1.25 days each month.
  • Pay cycle: This determines how often leave will accrue for this employee. This can be:
    • Monthly: Leave accrues once a month.
    • Weekly: Leave accrues once a week.
    • Bi-weekly: Leave accrues once every two weeks.
  • Working days: Monday to Friday by default. Click a day to change it.

Opening Balances:

This section only appears if the employee started before the current pay cycle. For newly hired employees LeavePro calculates their leave from the date employed.

If they started in the last six months, choose whether LeavePro should work out their leave from their start date, or you’ll enter balances from your records:

Choosing how to set up opening balances

To enter balances from your records:

Add employee opening balances

  • Enter leave balances at the end of: The pay cycle your figures are up to date to, usually your last payroll month.

    Example: Let’s say it’s currently July and your figures are up to date at the end of June. Select June. LeavePro will start calculating leave from July onwards.

  • Total annual leave balance: The days of annual leave the employee has available to take.

  • How much of this is unused leave from the previous leave cycle? Only needed if you keep track of carried forward leave.

  • Sick leave taken and Family responsibility leave taken: The days taken in the period shown.

If you don’t have their figures yet, leave them at zero and correct their balances later.

Permissions:

This section appears once you’ve entered an email address.

  • Can apply for leave for: Lets them apply for leave on someone else’s behalf, for their department or the whole company.
  • Can run reports for: Lets them run reports for their department, the employees whose leave they approve, or the whole company.

Saving the employee:

Click “Save Employee”, or click “Save & Add Another” to save them and start adding the next employee.