Leave - Defining Rules

Leave - Defining Rules

Defining the rules
 
Let’s make up an example Leave Type called, “Weekend Leave”. For weekend leave we want the Boarder’s Parents and Host to approve the leave first, then we want to have ALL of the staff Leave Approvers to have a chance to approve.
 
The rules here are extremely common across our existing customers and are defined as such:

  • Label is: Weekend Leave
  • Who can apply: EVERYONE
  • Note Required: No
  • Approval Matrix
    • Leave Approvers checkbox TICKED
    • Leave Approvers order 2ND
    • Leave Approvers Approval Notification - Leave it blank… we’re happy to not inform the Leave Approvers that they just Approved this leave request
    • Leave Approvers Rejection Notification - Again, Leave Approvers can be blank here as they’re the ones who have just committed the action
    • Parent checkbox TICKED
    • Parent order 1ST
    • Parent Approval Notification - Check Email
    • Parent Rejection Notification - Check Email and SMS and PUSH
    • Host checkbox TICKED
    • Host order 1ST
    • Host Approval Notification - Check Email
    • Host Rejection Notification - Check Email and SMS and PUSH
    • Boarder checkbox UNTICKED
    • Boarder order N/A
    • Boarder Approval Notification - Check Email
    • Boarder Rejection Notification - Check Email and SMS and PUSH
  • Staff Overrides leave blank
 
Ok, this “seems” like it’s complicated but let’s examine what we’re really saying here.
 
The Label, who can apply and notes required are pretty self explanatory.
 
Approval Matrix Explained
 
In the above example we have Leave Approver, Parent and Host checked but Boarder was not checked. Why do we do this?
 
Well ticking the checkbox next to the actor tells REACH that they are participating in the approval process. Since we don’t want Boarders to participate in the approval side of things we simply leave them unchecked.
 
There are cases where Boarder Only approvals are extremely valid but that’s another story.
 
Also, we’ve set Parent and Host order as both 1st, what does that mean?
 
REACH has an escalation order in that, when ONE person from an actor group (remember, Parent can be Mother, Father, Step Mother, Step Father, etc.) has ACTIONED the Leave Request, REACH considers that actor group to have Approved/Rejected the Leave Request.
 
REACH then looks to see if there are any other actor groups at the current level. Since the Host actor group is also at the 1st level, REACH simply waits until the Host actions the Leave Request.
 
This allows REACH to say, if the Host approves first then the Parent, the behaviour is identical to that of the Parent approving first then the Host. Obviously these actors might not get to their emails in a timely fashion so instead of holding things up, we simply allow any of those actor groups to action the item when they’re ready.
 
REACH then escalates to the next highest order level when ONE person from each actor group at each level actions the item.
 
If the Parent approves the leave request and the Host rejects it, the Leave Request is terminated right there and then. All parties then get sent a communication (via whatever method(s) you have specified above - in this example, Email, SMS and PUSH) stating that the Host rejected the Leave Request for whatever reason they specify.
 
If anyone rejects a leave request at ANY stage, the Leave Request is considered REJECTED and the Rejection Notifications are sent out to whomever you’ve specified in the Approval Matrix above.
 
When the Parent and Host actor groups approve the Leave Request, REACH checks for any other actor groups at level 1. If none are found it escalates to level 2. In this example REACH finds the Leave Approvers at level 2. ONLY then will the Leave Approvers even be informed that the Leave Request has been submitted (obviously if the Leave Approver logs into REACH they’ll SEE the request, but they won’t be emailed requesting authorisation until it has been escalated to them).
 
Again, once ONE of the Leave Approvers has granted Approval or Rejection the same methods are applied and the appropriate notifications are sent out.
 
REACH once again attempts to locate any other actor groups at level 2. In this case it finds none and escalates to level 3. Since no actor groups are found at level 3, REACH considers this Leave Request to have reached FULL Approval.
 
This then sets the state of the Leave Request to Approved which allows the Boarder to SISO out on that Leave Request.

    • Related Articles

    • ARTICLE: Leave Cutoffs - Submissions vs. Leave Date Restriction

      A Leave Cut Off defines the boundaries for managing when leave can be submitted before you want to prevent the users from submitting more leave. The concept is to force users to have their leave organized in advance so that they're not waiting until ...

    • ARTICLE: Leave Type Cutoffs - Blackout vs Every Week

      A Leave Cut Off defines the boundaries for managing when leave can be submitted before, and when you want to prevent the users from submitting more leave. The function is to force users to organise their leave in advance, so that they're not waiting ...

    • ARTICLE: Leave Approvals - Leave logic - Basic Guide

      Leave approval works via escalation, as dictated by the actor and approver levels created and managed by your school. Leave Approval - Initial Setup Basics Go To: System Configuration >> Leave types Create a Leave Type Within the Actors tab, the ...

    • ARTICLE: Recurring Leave Events

      The feature to create recurring leave events can be incredibly useful and time saving to Leave management. Simply 'Add New Leave' and while creating this item, setup a recurring pattern, select which day, week and an end date, or use the 'X Times' ...

    • ARTICLE: Leave Summary Dashboard

      This section can be used as a view point for historically recorded leave data, current data or any leave request created with future leave dates, this summary page can also be used for reporting, by collating and exporting data. Main Menu >> Leave ...