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Are you still using spreadsheets?

Whenever we research the tools HR can’t do without, online, automated Leave management is at the top of the list. It’ no surprise that HR managers look for a reliable solution to this essential HR process because there is no escaping leave management. I mean, your staff are not going to forget about it are they!

So, leave management has to be done as part of HR routine, but it can take up a lot of time, especially if you rely on spreadsheets or a paper calendar. Moreover, it can lead to lots of problems if mistakes are made logging the data or interpreting the company rules. Some have been quicker to switch to online systems than others but it’s never too late to get started.

Take a look at this list and find out how you could benefit by using our online attendance management to avoid the pitfalls of your manual systems.  

1. Accurate Information and Instant Reports

A major advantage of using the portal’s leave management system is that it provides you and your colleagues with accurate information about leave trends and balances not only across your company, but also in departments and teams*. This can help you predict which HR resources will be available at any point and is very useful for planning and communications.

You can quickly pull all the relevant data about an employee’s leave on to your screen when considering a leave request or dealing with a disciplinary issue. Whether it’s family friendly leave, sickness or holiday, you can instantly see all the details on calendar or list view and read the reasons given or view an audit of who approved the leave and on what date etc.

2. Reliable Compliance and Fairness

The lack of knowledge about your leave policy or an undisciplined approach to applying for or granting leave by some staff and managers can lead to your policy rules not being followed. This can cause chaos and arguments at best and at worst it can lead to disputes and tribunal.

Instead, you will get compliance under control by applying your rules as a matter of routine with the Attendance Management Deck and you can still override rules if necessary to make permitted exceptions to the rule. 

If you need some guidance to interpret and apply day to day leave polices you may want to take a look at our blogs on this topic including managing holiday leave and sickness absence. 

3. Save Time and Introduce Precision

The question of how much leave an employee has left usually takes a manager or HR admin time to calculate and answer. Online leave management makes it easy to find the precise answer in just a click of the mouse so managers can’t get it wrong.

Allow staff to check their leave record and holiday balance as well as apply for leave on their mobile phones or tablets in their own time rather than using working time, so even more costs are saved. (Our mobile apps are the best in the business and do much more than handle leave.)

Managers get notifications to email and mobile when new requests are submitted and staff are kept informed when their leave request is processed.  Also, HR can manually add block leave for public holidays, training events or shutdowns.

All these features translate into increased productivity and efficiency gains.

4. Multi-location Management

Multi-site locations generate a lot of leave requests which means paper can fall like confetti on HR’s desk. A robust online leave management system eliminates the problems overnight. The need to physically or electronically submit requests by envelope or email is entirely replaced and everyone simply logs into their account to input and manage leave.

You can also use Capacity Planner to see how many job types will be at work at any time on any particular site which lowers the risk that a location will be under-staffed on any given day.

5. Improves Discipline

When attendance and leave days are tracked accurately, it helps maintain discipline in your organisation and investigations can reliably be evidenced by instant reports and audit trails exported from the portal.  Managers often tell me they like the fact they can locate accurate data minutes before walking in to an important meeting. The kind of data that would have taken hours to extract from spreadsheets. 

Features at-a-glance

  1. Leave management
  2. Contracted hours templates
  3. Intelligent Rota Management
  4. Intelligent Capacity Planner
  5. Compatible with a range of contracted hours including zero hours workers
  6. Absence alerts to monitor excessive sickness absence
  7. Bradford Factor available
  8. Pulls data from Personnel Files
  9. Publish a wide range of detailed reports


Online leave management summary

Discover peace of mind knowing your leave management is being dealt with by a reliable system that gives you 100% compliance and visibility at all times and is available to you, your managers and staff on desktop, iOS or Android devices 24/7.

Take a peek to find out how our most popular Deck helps get a big chunk of HR admin off your desk see what great value it is by clicking here for your monthly subscription fee. There is no tie in and we think you will love it!

Making the decision to use an online leave management system is easy because it not only makes financial sense and fosters good staff relationships but also improves communications. We know you will love Attendance Management. There are 5 great reasons why it’s our most popular deck.

(*Teams is a new feature which is being released shortly.)