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Leave: Set Up Guide

Applicable packagesLeaveTimeHR EssentialsHR Success


Required RolesTeam ManagerHR ManagerAdministratorADU Manager


In this article: 

Step 1: Configuration 

Step 2: Work Profiles

Step 3: Teams

Step 4: Add Employees

Step 5: Set up Approval Flows & Managers

Additional set up options


Appogee Leave is highly configurable so you can make it fit with your business requirements and organization structure. Below are our top tips for getting your Appogee Leave account set up, they have been split into 5 key stages and we strongly advise that you complete the steps in the order below.



Step 1: Configuration


Leave and Sickness Types


You can configure which types of Leave & Sickness employees request by setting up Leave & Sickness Types. 


We have a range of default Leave & Sickness Types which you can import and use or add your own Types. Leave & Sickness Types can be set up as deducted or non-deducted, so they can affect an employee's allowance or not. 


To set these up, go to Process Config > Leave Types or Process Config > Sickness Types


For more information, take a look at the support article on Configuring Leave & Sickness Types.




Public Holidays


You can configure public holidays which will be marked as non-working days in the calendar.


Appogee Leave has a number of Public Holidays set up as defaults. Select one for your country or create your own. 


To set these up, go to Leave Admin > Public Holidays.


If you need more information,  take a look at Managing Public Holidays.



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Step 2: Work Profiles


The Work Profile defines the working hours and allowances for a group of Employees. Every Employee must belong to a Work Profile, you may only need one for your organisation or you may need multiple to cater for all eventualities. 


Set these up under Leave Admin > Work Profiles.


For more information, take a look at the following article: Work Profiles.



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Step 3: Teams


Setting up Teams    

            

Setting up Teams is the next logical step in setting up Appogee Leave. This is where you will set up your approval flows for Leave & Sickness. 

 

Every Employee must belong to a Team, however they can manage a Team and be part of a different Team themselves.


Teams are set up under the Organization option in the menu. 


Take a look at Creating & Editing Teams, Configuring your Org Chart and Deleting users & teams for more information. 




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Step 4: Add Employees


There are 3 possible ways to add Employees to Appogee Leave. 

  1. Manual Registration
  2. CSV Import 
  3. Through an integration
    1. Google Workspace (G Suite)
    2. Office 365
    3. Xero 


1. Manual Registration

The manual registration allows you to add Employees using a simple form to add individuals to the system. 


You will be prompted to provide: 

  •  Full Name
  • Work Email Address
  • Job Title
  • Team
  • Work Profile
  • Employee Status
    • Joining or Active
  • Employment Start Date
  • Access to the system


You can see more information on this here: Manual Employee Registration.



2. CSV Import


The CSV import enables you to add Employees to Appogee HR in bulk. Use this option if you have a lot of Employees to add at once for set up purposes. 


There is further information on the CSV import in this guide:CSV Upload Guide



3. Integrations

You will need to enable your Integration before being able to import your employees through this method. 


Take a look at the following articles to set up an integration of your choice:


Google Workspace

Microsoft 365

Xero 


Importing your employees through Xero can be done as part of setting up the Xero integration. 


To import through Google Workspace or Microsoft 365 use the import wizard, which will take you through selecting employees from your domain then: 

  • Assigning Teams
  • Setting Work Profiles 
  • Configuring Login


You can find further information on this here: Importing Employees from Google Workspace / Office 365.




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Step 5: Set up Approval Flows & Team Managers


Now that your employees have been added to the system, you can assign which of them are Approvers & Managers. 


Approvals are set up within Approval Flows - you can create as many different Approval Flows as necessary, Approval Flows can be assigned to Teams or Employees. 


To create your Approval Flows go to Leave Admin > Approval Flows. 


Once you've set up your Approval Flows, you can assign these to your Teams or employees. 



To do this, go to Organization > Teams.  


Select a Team and then go to Leave, Approvals & Calendar > Approval Flows. Select the Approval Flow from the list and optionally click to override the Approval Flow for certain individuals. 



Next, you'll need to assign Team Managers. These could be the same as your approvers, or you could select different Managers. From the Team page, go to the Managers tab and add the managers in.


Approval Flows could also be assigned per employee. To do this, go to Organization > Employees. 


Select an Employee then go to the Approval Flows tab.




Additional Set Up Options


Backfill 


You may wish to use the Backfill feature within Appogee Leave to import your employees' historic requests. This will allow you to use the system as a single source of truth for the full Leave year, regardless of when you implement the feature. 


There are two ways you can use Backfill - manually or in bulk using a CSV template. 


Requests submitted through the Backfill tool will be added to the system as approved, therefore bypassing the approval process. If you would like these requests to be approved in the system, you can add them manually, or ask employees to add them in themselves. 


Go to Leave Admin > Backfill


This will take you to the manual Backfill element of the tool, to use the CSV template, change the option from the top level menu. 



Manually adding Backfill: 

To manually add Backfill, enter the email address of the user, followed by the dates of the request & reason, then click Create Request.


Repeat this process for all requests for all your employees. 


Adding Backfill in bulk: 


Go to Leave Admin > Backfill from CSV.


Download the CSV template and complete it with the employee names, dates of requests & reasons. 




Save the template as a CSV file and upload it to the system. 



Integrations



Google Workspace 

By integrating with Google Workspace you will benefit from Single Sign On for your users (no need for a username and password), the ability to register Employees directly from your domain, integration with your Google Calendar, the ability to set Out of Office messages at the time of making a request and the the option to have Appogee Leave accessible from your Google Workspace Menu.


You can find out how to get integrated with Google Workspace here: Google Workspace Integration.


Office 365 

By integrating with Office 365 you will benefit from Single Sign On for your users (no need for a username and password), the ability to register Employees directly from your domain, integration with your Outlook Calendar and the the option to have Appogee Leave accessible from your Outlook Menu.


You can find out how to get integrated with Office 365 here: Office 365 Integration.


Xero Payroll

The option to integrate with Xero is available if you are using the Australian, New Zealand or UK versions of Xero Payroll. The integration allows you to sync basic Employee Profile information between Xero and Appogee Leave as well as updating Leave and Sickness requests and allowances.


Information on how to integrate, can be found here: Xero Integration.



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