Leave Management

With VOGSY's Leave management, there is one environment where employees plan, track, and have their hours approved: billable hours, non-billable hours, and time off.

VOGSY gives you one place to budget these different hours and monitor their progress—one system for evaluating employee billability and absence and enforcing your leave process.

Settings

The first thing to do is switch on the leave request option. There is a checkbox in "Timesheet and leave settings."

Time off types

The next step is to set up all time-off activities in the master table "Time off / Non-billable types." Here, you define all the activities to which your employees are entitled.

Before your employees can enter leave requests, they require leave budgets.

Leave budgets are the allocated hours for a specific activity in a certain timeframe.

You create budgets per employee in the back-office function "Employees."

Employees can submit a leave request for the specific leave budgets created for them.

Users can enter the number of hours they request and a reason for a date or date range.

VOGSY gives employees insight into pending and approved earlier requests as they request leave.

You can choose how leave requests should be approved:

• By the employee's department manager

• By a different, named manager

• No approval required

After an employee has entered a leave request, the manager concerned gets notified that they have a pending approval request. The manager can then approve or reject the request and explain why.

The employee whose request was declined gets notified of the rejection and the reason for the rejection.

An approved leave request appears in the resource planning, where you can check all future employee leave requests.

Per leave activity, you can define whether approved leave hours replace previously planned hours or if they should be scheduled on top of existing planned hours. Replacing previously planned hours is appropriate for extended leave, where employees are unavailable for other work.

The project manager gets notified when billable project hours are replaced by leave.

You can change planned time off hours in resource planning. If something changes, you do not need to submit a new request.

The remaining leave budget shows the taken time off, together with the actual planned leave.

The "Leave Budgets" report shows historical, current, and future leave budgets.

It's beneficial to warn HR departments that employees are underutilizing leave budgets or asking for too much time off.

The report "Leave requests" shows all requests and pending requests. With this report, you can warn managers to process outstanding pending requests.