How do I submit leave on behalf of a staff member?

Key Points

Managers and administrators can submit leave on behalf of a staff member from Finance and Payroll > Leave Management by clicking Create Leave Request. This keeps records accurate even if the staff member doesn't submit the request.
Choose the leave type, area and leave period, add any attachments (such as medical certificates) and notes, select the approving officer, then select the staff member.
Only staff who have a FlowLogic user account linked to their Staff Profile appear in the staff list.
Save and Close sends the request through the normal approval workflow. Save and Approve approves it straight away (if you have permission), and Save, Approve, and Deconflict also checks for overlapping shifts.
Saved leave appears in the Leave Management list and on the staff member's profile, and displays on the roster on the selected date.

Accessing Leave Management

To submit leave for another staff member:

Go to the Finance and Payroll menu.
Select Leave Management.

This will open the main leave screen.

Creating a Leave Request

Click the Create Leave Request button located underneath the filters at the top of the screen.

This opens a new leave request form designed to be quick and easy to complete.

Selecting Leave Details

Choose Leave Type

Select the appropriate leave category.

Examples include:

Annual leave
Personal leave
Other leave types available in your system

Select Leave Area

If your organisation uses areas or departments, select the correct one.

This helps identify where the staff member works.

Upload Attachments (Optional)

You can upload supporting documents such as:

Medical certificates
Doctor’s notes
Other required evidence

Uploading files keeps documentation linked and easily accessible.

Setting the Leave Period

Choose the leave duration:

Partial day
Single day
Multiple days

For example, select a single day of leave.

Select Leave Date

Use the date picker to choose the leave date.

The system will automatically calculate the leave duration.

Adding Notes and Approvals

Add Notes

Enter any relevant information about the leave request.

This may include:

Reason for leave
Special considerations
Additional context

Select Approving Officer

Choose the person responsible for reviewing and approving the request.

Select the Staff Member

Search for and select the staff member you are submitting leave for.

Only staff who have a FlowLogic user account linked to their Staff Profile appear in this list. If someone isn't listed, they may not have a user account, or their user isn't linked to their Staff Profile. Your FlowLogic administrator can create the user and link it.

Saving and Approving Leave

You have three options:

Save and Close

Sends the leave request through the normal approval workflow.

Save and Approve

Immediately approves the leave (if you have permission).

Save, Approve, and Deconflict

Approves the leave and checks for any overlapping shifts.

This helps prevent scheduling conflicts.

Confirming the Leave

After saving, the leave request will:

Appear in the Leave Management list
Show the correct approval status
Be added to the staff member’s profile

If you check the roster, the leave will display on the selected date, confirming the process has been completed.

You now know how to:

✔ Submit leave on behalf of another staff member
✔ Add attachments and notes
✔ Select approval workflows
✔ Automatically check for roster conflicts
✔ Confirm leave in the roster

This process helps ensure leave is recorded accurately, approvals are streamlined, and scheduling remains organised.