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How is Leave Resumption Process carried out in FOX HR?

FoxHR
March, 2022

FOX HR Leave Resumption Request

To access leave resumption, employees have to click: Fox HR→ Requests→ Leave Resumption Request.

Leave Resumption can be created by an Employee when returning from a vacation, and the Leave Resumption shall always be against an approved leave request.

Creating a Leave Resumption Request in FOX HR

When the employee clicks on the ‘Leave Resumption Request’ card on the Employee Requests page, the system shall navigate to a new screen for creating the Leave Resumption Request.

The screen shall have the following fields for the employee to enter the details:

  • Leave Details – The Leaves Resumption can be requested against an already approved Leave requested by the employee. A dropdown field shall list all the active leaves without leave resumption requested. Once a leave resumption is requested and approved, the leave request shall not be available in the list. The leave details shall contain the “Leave Type – No. of Days Leave – (Leave Start Date-Leave End Date)”. Example: “Emergency Leave – 3 Days – (21/09/2020-24/09/2020)”.
  • Resumption Date – The date of joining back from vacation shall be captured. There shall be a date field with a date picker for the user to select the resumption date.
  • Comments – The employee shall be able to enter any comments regarding the Leave Resumption Request in the ‘Comments’ field. This shall be a text field and a non-mandatory field.
  • Attachment – The employee shall have an option to attach files related to the leave resumption request. The employee shall be able to attach more than one file. The attachment option shall have the standard options, like the employee shall be able to select a specific file and attach it. Once attached, the employee should be able to view it. Attachment is not a mandatory option.

Viewing a Leave Resumption Request

The employee who has created the Leave Resumption Request shall be able to view the Leave Resumption Request at any time by clicking on the ‘My Requests’ tab under the Dashboard. The employee who has created the Leave Resumption Request can cancel the request before its completely approved.

The Approvers can also view the Leave Resumption Requests from the ‘Action’ tab under the Dashboard. The Approvers are the users who are available in the Workflow levels for the Leave Resumption Requests.

Each Leave Resumption Request shall be shown under the ‘Actions’ tab and ‘My Requests’ tab in the dashboard. On clicking on the option, the system shall navigate to a new page with complete details of the Leave Resumption Request.

The page shall be divided into four areas, namely Header, Request Details, Workflow Status, and Workflow Comments.

In the Header area of the page, the following details shall be available:

  • Request Type – The title of the Requests shall be displayed. In this case, the title shall be ‘Leave Resumption Request.’
  • Date of creation of the Request – The date of creation of the leave request shall be displayed. The date format should include the date & time.
  • Cancel Request – There shall be an option for the employee who has created the request to cancel the request before it is completely approved. The person who has created the request can only cancel the request, so the ‘Cancel Request’ button shall be visible only for the employee who has created the request until the request is completely approved.
  • Employee Profile Photo – The profile photo of the employee shall be displayed. The photo shall be visible only to the approvers, not to the employee who has created the request.
  • Employee ID – The Employee Id shall be displayed. The Employee ID shall be visible only to the approvers, not to the employee who has created the request.
  • Employee Name – The Employee Name shall be displayed. The Employee Name shall be visible only to the approvers, not to the employee who has created the request.
  • Job Title – The Job Title of the employee shall be displayed. The Job title shall be visible only to the approvers, not to the employee who has created the request.
  • Request Status – The status of the Requests shall be displayed. The various statuses of the Requests are ‘Pending,’ ‘Canceled,’ ‘Approved,’ and ‘Rejected.’ There shall be a specific color code for each status as the background color of the Requests Status text.
  • Approve – There shall be an option to approve the request. Only the users in the workflow levels of the request shall have this button visible. Once approved or rejected by the workflow level user, the button will not be displayed for that user. If the user cancels the request, the approve/reject button shall not be visible.
  • Reject – There shall be an option to reject the request. Only the users in the workflow levels of the request shall have this button visible. Once approved or rejected by the workflow level user, the button will not be displayed for that user. If the user cancels the request, then also, the approve/reject button shall not be visible.

In the Request Details area of the page, the following details shall be available:

  • Leave Details – The Leave Details against which the resumption is requested shall be displayed.
  • Resumption Date – The Leave Resumption date selected in the Leave Resumption Request shall be displayed.
  • Comments – Any comments entered in the Leave Resumption Request shall be displayed.
  • Attachment – Any attachment added in the Leave Resumption Request shall be displayed, and approvers can view it.

In the Workflow Status area of the page, the following details shall be available:

The workflow levels for the Leave Resumption Request shall be displayed in card views. Each workflow level shall have a card. There shall be an option to scroll left or right to view the cards if the number of cards is more than the page width. 

Each card shall have the following details:

  • The sequence of the Workflow level – The sequence of the workflow level shall be displayed at the top of the card. This will be in a numeric sequence starting from ‘1’ till the end of the workflow level. The sequence number background shall be in colors with respect to the status of the workflow level.
  • The status of the Workflow level – The status of each workflow level shall be displayed. If the status is pending, then it will show ‘Pending.’ If it’s approved, it will show status ‘Approved’ with the date/time of approval. If the status is rejected, then it will show status as ‘Rejected’ with the date/time of rejection. If delegation is provided by any of the approvers in the workflow level, then that also should be notified. If the user cancels the request, that status also needs to be displayed between the levels.
  • Profile Photo of the Approver – The profile photo of the approver shall be displayed.
  • Name of the Approver – The name of the approver shall be displayed.
  • Job Title of the Approver – The Job Title of the Approver shall be displayed.
  • Received Date/Time – The date and time in which the approver receives the request in the workflow level shall be displayed. If the workflow level did not receive the request for action, then the Received date/time will be blank.

In the Workflow Comments area of the page, the following details shall be available:

There shall be an option for the users who have access to view the details of the request to put comments at any point in time. The comments entered will be tagged against the user with the timestamp.

  • Name of the person – The name of the person who put the comment shall be displayed
  • Date/time of Comment – The date and time the comment is added shall be displayed.
  • Comment – The comment shall be displayed.
  • Add new Comment – There shall be an option for the user to add new comments by clicking on the Add button.

Notification for the employees

When the employee submits the Leave Resumption Request, a notification will be triggered to the first approver. For Leave Resumption Request, a push notification shall appear for the first approver next to the right top of the web page. Also, there will be an Email notification for Leave Resumption Request to the approver, requesting to view and approve the request. The approver can either go to the dashboard and approve the request from his ‘Action’ tab or the mail notification; there shall be an option to approve the request directly.

To sum up

Employees can easily make the leave resumption procedures in FOX HR by following simple steps. They have the provision to cancel the request before their leads approve it.

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