Mastering leave management through automation

Leave Management
In every business comes a time when an efficient HR gets struck with complex calculations of employee leave details considering the vastness of the organization. The leave management through automation is sought solace for the HR department to manage it effectively. Leave management is where employees of the organization request the time away from work, and superiors either grant or decline leave requests based on organization policies. Leave management in HR is a crucial element because it is a requirement not only for HR but for all employees. 
Under the hood of leave management, there exist many vital aspects for the HR manager. That as follows
  • Absence management
  • Create and communicate organizational leave policies to employees.
  • Configure policies as per the organizational needs and Ensure compliance
  • Ensuring the work productivity round the clock, etc.,
Applying for leave and tracking the leave patterns have evolved in these years. Many organizations have upgraded to the digital route as it eases and simplifies the work process of leave management.

Challenges faced by HR during leave management

  • Tedious manual paperwork method of leave tracking. (inaccurate records.)
  • Inefficient employee absence management because of ingenuine reasons.
  • Immediate Workforce replacement management.
  • It makes a negative impact on available staff through overtime and burnout.
  • Extra expenses of temporary staff.

The manual process of Leave request & approval is as follows

Leave is the process of allowing employees to take a break from their professional roles for a designated period. Processing a leave request involves many steps from submission to acceptance or decline and the in-between journey. It can be cumbersome for the HR personnel to manage through the traditional paper sheet and spreadsheet method. The steps are as follows.
  • Employee submits the request to his boss or HR personnel.
  • Verify the leave request to ensure it complies with company policies.
  • Validate whether the leave request complies with federal laws.
  • Review the benefits that must give to the claimant based on the leave type.
  • Communicate the results to the applicant with valid justifications.
  • Notify employees about the stages of development in their requests.
  • Monitor the leave from submission to the end date of the permission.
  • Send reminders to the employee if not returned to work beyond the end date of granted leave.
In addition, it offers online simplicity to approve or decline requests directly via mail and sends automatic email reminders for pending leave requests and approvals. Collects and exports various reports of stakeholders in multiple formats for easy sharing. Dashboard in the digital leave management system exhibits the organizational-wide leave in a single platform.

Types of leaves

Paid leaves 
National and regional festivals come under this category.
Unpaid leave 
Leaves beyond the allotted leaves come under this section which offers no wages on availing.
Mandatory leave
Patriarchy leave, Matriarchy leave, etc. are the must-give-leave company should allow.
When an employee takes a leave voluntarily and is not eligible for pay for the time off.
Sick leave:
Leave granted because of illness.
Compensation leaves: 
An employee working overtime is eligible to take this leave.

The days of leaves allocated in each category are under the company leave policies.

Leave policies
The leave policy reduces employee absenteeism by clearly communicating the leave offerings to employees through emails during onboarding. It encourages your workforce to apply for the Right Type of leave for the right reasons. There are many aspects such as time zone, demographics, organization culture, family background, and religion to determine the type of leave policy you would like to configure.
What are the Considerations while configuring leave policies?
  • Consult an attorney to create leave laws.
  • Take a look at other company leave policies.
  • Check local and federal labor laws.
  • Consider the market.
  • Outline your policies.
  • Communicate guidelines.

How does automation help the leave management system to be effective?

  • To make fair decisions. 
  • Maintain employee morale- the efficient system makes it simple and convenient for an employee to request hiatus from work and encourages them to take time off to rest without creating stress. It helps the employee feel supported.
  • To accurately track time-off.
  • To avoid workflow disruptions. (Busy days, prioritized meetings, work overlap, deadlines)
In the past, leave was managed traditionally by paper forms and basic spreadsheets. The manual leave management system is Cumbersome, time-consuming, and prone to human errors in record keeping. Luckily, we have workflow software platforms to manage this pain point to help us automate the leave management process.

Leave management system Automation

Automation manages A-Z leave-related aspects to optimize multiple and diverse leave requests at once. The automation eliminates everyday tedious paperwork making leave management extremely simple. It supports any level of users, simplifies the whole workflow, and is configurable to fit the policies of any organization.
When manual participation in redundant work reduces, it safeguards the valuable time & energy. Employees can sharpen their skills to increase productivity and get recognition for their advanced skills. Happy employees contribute 13 % more towards your business productivity. With the simple leave management system, the employer and employees can have peace of mind.


Eliminates paperwork
It electronically stores the record in the cloud. We can call it a green work initiation that effectively streamlines the process without wasting papers.
Promote policy consistency
Manual policy management makes people easily break the rule, but the digital records secret manipulation is not easy. It manages instant updates in the policies and sends a notification to all employees.
Ensure compliance with labor laws.
Reduces human error
Making mistakes is what makes humans. With automated leave management, prone-to-mistake is a thing of the past. Information stored in one place allows anyone to view it. It helps everyone stay on the same page by how much time off and vacations are taken or left.
Prevent resource issues.
The automated process gives easy and better visibility of time off requests than the paperwork. Managers can easily compare all employee leave requests with the calendar of deadlines and other workflows to ensure the team is available for help at critical moments.
Increase employee morale
People should be encouraged to take time off to sharpen their blades when they get back to work. Online platforms make it easier for employees to ask for leave when they need it. They can request the time off with just a few clicks and send them to their boss’s inbox without any inconvenience. The digital platform makes it easy for the employees to track the utilized and remaining vacations and leaves availability.
Communicate your guidelines in real-time.
The leave policies draft can be available to each employee during onboarding. An employee can access them online at any time of the day. 
Refresh and recharge employees after steady burnouts.
Retaining employees and employee work satisfaction is essential for the growth of the business. Employees need Rest and rejuvenation through leave. Periodical reminders to employees who have worked hard for your company to take time off and concentrate on self-care can make them healthier and happier employees. It is done through an automated leave management system effortlessly.
Save company substantial costs.
When paid and unpaid leave calculation goes wrong, it may lead to unnecessary losses to the company through paying extra wages. An automated leave management system puts a full stop to this error.
The Scopex leave management system.
An integrated, robust, cloud-based, automated leave management system reduces the cumbersome work process for an employee and the employer. 
How does it work?
The Scopex operating system is as simple as that an employee can submit a leave request in just a few clicks. Select the category, reasons for applying leaves, upload the necessary document, and add informative notes are all the simple clicks existing in Scopex.
The request gets notified to the concerned boss to initiate further developments in the request.
A complete Employee leave data is presented accurately on this platform.
The employer can approve and decline the leave request. Process Development notification is sent to the employee immediately.
An automated leave management system helps the HR personnel efficiently track the leave history for each employee and release the payroll accordingly.
Benefits of Scopex Automated leave management system.
Accuracy, Efficiency, and Integration.
Reduces the error by 90 %
Enhancement of productivity
Less paperwork and supports Go green initiative
Important information is safe. 
Data integration into the dashboard.
Effective communication – stakeholders are timely notified and informed.
Traditional leave management in a large organization with a larger workforce can complicate the process. Automating the process will ease the operations and save time and energy. Scopex is one operating system that makes it easy to navigate and track multiple leave requests and reduces the inconvenience associated while applying for leave. When you invest in an Automated leave management system, peace of mind comes as a combo.

Start a Free Demo!

Scopex Apps provides a FREE Demo to all its client to play around with the product & get to know if it suits their business. Scopex apps also offer a 1 to 1 free demo session to explain how you can use Scopex apps for your business.

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