How Does an Employee Leave Management System Add to HR Efficiency?

Wondering why your HR should switch from paper-led leave processing to an employee leave management system? Here are significant reasons and benefits. Read on to learn more.

In a corporate world full of last-minute holiday requests and sick leaves, handling hundreds to thousands of employees’ leaves on a daily, weekly, and monthly basis can be daunting. The process of managing such leave requests via paper-led methods leads to nothing but a waste of time. Well, then how to fix this? By utilising an employee leave management system that lets you automate each step of the leave handling and reporting process.

The system provides a framework for field organizations to:

• Track employees’ annual leaves
• Monitor absenteeism
• And reschedule shifts accordingly

It takes the burden from HR and helps them get rid of mundane tasks seamlessly. Moreover, you can address all loopholes like clerical errors, complex processes, and tedious spreadsheets.

Stay in this guide to learn how the leave management system plays an integral role in enhancing HR efficiency.

What is an Employee Leave Management System?

Employee leave management system makes it all seamless to request, acknowledge, and track leaves. The system is capable of recording a variety of leaves, holiday requests, and time-off requests of each employee in the field organization.

Additionally, in the system, HRs can easily adjust the leave policies and rules for all employees to avoid any unfairness and confusion in the organization. Field employees get a self-portal where they can provide sufficient notice before the day of leave to keep reporting managers informed. This helps foresee the bandwidth and evenly divide work among the team members.

Moreover, the system helps compile accurate leave records in one place which further helps in calculating accurate payroll data.

Major Benefits of Using Employee Leave Management System

Quick leave request and approval

Employees do not need to wait for hours and days to get their leaves approved. The system provides a unified dashboard where managers effortlessly receive leave requests from employees and get notified about the same.

Managers get leave requests with real-time notifications, assess the reasons for applied leave, and instantly provide their consent to employees.

Customize leave types

The leave management system allows HR to define custom leave types according to their unique organizational goals. That means they can add as many as leave categories they want, i.e., casual leaves, paid leaves, unpaid leaves, sick leaves, and 50+ custom variables. They can even leverage the system to manage unpredictable leaves such as paternity leave, marriage leave, study leave, etc. 

Auto-update of leave balance

Just after managers accept the leave requests, the software automatically updates the remaining leave balance for employees’ reference. The system replaces the laborious tasks of HR looking at spreadsheets to convey auto-update leave balances. 

Track total leaves acquired up to date

A godsent employee leave management system makes it convenient for HR to track employees’ leave-related data single-handedly. They can learn how many leaves each field employee acquires on a monthly or yearly basis. With the leave track record in front, HR avoids paying for absences or non-completed work hours. 

Display leave status from the line manager

Many times, along with HR, additional approvers like team lead, project manager, etc., have to acknowledge leaves. Traditionally, it turns out to be a long tiring process, but not with the leave management system for HR. Each approver receives notifications just after their employees apply for leave. Therein, they provide their acknowledgment.

Keep safe records

No more piles of paperwork and outdated spreadsheets are required when you utilize an employee leave management system. The system records relevant employees’ leave data in report format and helps managers ascertain when to grant or reject leaves.

Set permissible leave quota 

The system lets HR know at a glance how many people have taken leave for a certain period of time. Thereafter, they can seamlessly set permissible leave quotas for each employee. Employees, on the other side, upon their executive apps, check leave quotas and confidently plan their leaves. 

Effective time-offs management 

A synced calendar view within the employee leave management system enables the HR team to envision and manage overlapping time-off requests. That too without interrupting the existing workflow. Managers get real-time notifications of time-offs prior to employees’ actual day of leave. This provides them enough time to manage the work demands and shifts effortlessly.

Better last-minute shift adjustment

An automated attendance management system lets managers seamlessly manage work/task calendars, swap shifts, and assign tasks to employees with just a few clicks. They can enable last-minute shift scheduling to ensure adequate employees’ availability to meet the expected work demands or tasks. 

Increase employee satisfaction and retention

Revamping the manual process of handling leave requests also leads to employee satisfaction and retention. Because employees are no longer required to run behind their field managers to get their signs on leave applications. The transparency on leaves assured by the system builds trust among leaves. They maintain a smooth work-life balance, positively leading to higher job satisfaction, productivity level, and retention rates. 

Reduces scope of manual errors

Even small clerical errors can cause disasters like inaccurate payroll processing, resource crunch, workforce dissatisfaction, and legal complications. But when you adopt a leave management system, you not only mitigate human errors but also minimize the chances of data losses. Additionally, the system offers a unified platform for everyone to record timely updates and access the information on leaves anytime they want.

Some Tips for HR to Ensure Hassle-free Leave Management

As the company starts to grow in size, tracking employees leaves becomes increasingly challenging. This is where you need some tips to make leave management better. 

• Make clear leave policy and procedures

As an HR, it’s important that you define clear leave-taking policies in terms of how many leaves are permissible per month, or cases when employees are entitled to take sudden time-offs and short leaves. Define the type of leaves as unpaid, paid, full day, half day, sick leave, or any customarily defined leave type – you want to go ahead with.

Plus set rules and regulations demonstrating the correct way to apply for the leaves, supported by document or verbal notifications.

• Apply leave policies consistently

You must ensure to apply leave policies consistently for all employees to treat them all equally regardless of their position. It helps in mitigating the biased perception in an organization. 

• Communicate effectively

If you made any updates or changes in the leave policy, communicate about the same to your employees. Also, let them get information about the upcoming updates on leave policies. 

• Maintain documentation

Keeping accurate leave records helps you monitor utilization of leaves taken by employees. Moreover, managers should get a comprehensive view of leave trends and their impact on overall operations to take the required measures.

TrackoField Helps Boost HR Efficiency with Leave Management System

TrackoField’s leave management system ensures efficient leave requests and approvals. It allows managers to effectively plan shifts and tasks even when the technician is planning to apply for long holidays. Managers using the tool can seamlessly set permissible leave quotas. Accessing the analytical dashboard, they can enjoy a holistic view of their field staff, i.e., who is on leave, available, reachable, unreachable, etc.

Parallelly, employees can get insight into availed or remaining leaves anytime anywhere. Moreover, their leaves get auto-updated just after they apply for the leaves. As everything is stored in the unified platform, the managers can assess attendance and leave trends, make strategies to reduce absenteeism, and emphasize a smooth work-life balance for their employees.

What else?

With the reports generated and accurate data received, managers calculate and process accurate payroll for each employee. As field HRs and managers have bigger fish to fry, TrackoField helps them simplify every process with expense management, task management, and order management functionalities.

Take It Away!

Now that you have learned everything about the employee leave management system, it’s time to utilize an employee leave management system.

A leave management system can help you track employee leaves, changes in leave dates, holidays, approval follow-ups, etc. Having the software in place, helps you control the bolts of leave management through inconsistent and inaccurate paper-based manual methods. You can keep your team on the same page and share workload or responsibilities well. Moreover, such a system helps customize the leave types according to your business type and nature.

Frequently Asked Questions on Employee Leave Management System

• What is an employee leave management system?

  Employee leave management system helps managers and HRs seamlessly track and record their employees’ leaves. The system provides complete visibility on all employees’ leaves duration, day, and reason. Even employees can check their remaining balance just after applying for the leave. You can use leave management software for HR tasks and reduce manual workload effortlessly.

• What are the benefits of a leave management system for employees?

  Certain benefits of utilizing a leave management system for employees are: It helps employees seamlessly request their leaves. They can easily check leave balances on their specific portals. Instead of running behind the managers and HRs to get their approvals, they can easily rely on the software. The system helps them get accurate information on their leaves. Everyone in the team can know which one of their employees is going to be absent on which day. Thus, allocating tasks seems much easier.

• What is the importance of HR’s role in employee leave management?

  The role of HR is very important to facilitate smooth employee leave management. Develop clear policies and procedures Navigate the leave process Provide assistance with issues during leaves Identify attendance patterns and trends