Submit leave requests for your team
Sometimes employees cannot submit their own leave requests. They might be unwell, away from their devices, or simply need HR to handle it for them. Officaid lets managers and HR apply leave on behalf of employees, using the same form employees would see in their own Me module.
How to Apply Leave on Behalf
- 1 Navigate to Team from the left sidebar.
- 2 Click Directory from the submenu.
- 3 Click on the employee you are applying leave for.
- 4 Scroll to the Leave Summary section on the Overview tab.
- 5 Click the Apply Onbehalf button.
- 6 Complete the Apply Leave form.
- 7 Click Submit Leave Request to record the leave.
The Apply Leave Form
The Apply Leave screen shows the leave request form on the left and helpful reference information on the right.
Leave Details
- Leave Type from the dropdown (Annual, Sick, Childcare, Unpaid, etc.).
- Start Date when the leave begins, with a choice of Full Day or Half Day.
- End Date when the leave ends, with a choice of Full Day or Half Day.
- Total Days is calculated automatically based on your date selection.
- Leave Balance shows the remaining balance for the selected leave type.
- Leave Reason to explain why the leave is being taken.
- Supporting Document to upload files like medical certificates. You can drag and drop or click Select File to upload.
Leave Balances Sidebar
On the right side of the screen, the Leave Balances panel shows the employee's current entitlements at a glance:
- Type of leave.
- Entitled days allocated.
- Used days already taken.
- Balance days remaining.
This helps you quickly check if the employee has enough days available before submitting the request.
Recent Requests Sidebar
Below the balances, the Recent Requests panel shows the employee's recent leave history:
- Type of leave and date range.
- Status showing Approved, Pending, or Rejected.
- Actions with an eye icon to view details.
This gives you context on the employee's recent leave patterns.
Why Apply Leave on Behalf?
There are several situations where applying leave on behalf of an employee is necessary or helpful:
- Emergency sick leave when an employee calls in unwell and cannot access the system themselves.
- Hospitalization when an employee is admitted and unable to submit their own request.
- Immediate family emergencies where the employee needs to leave urgently without time to log in.
- Backdated leave for absences that were not recorded at the time and need to be added to records.
- Technology barriers when an employee is unfamiliar with the system or does not have access.
- Remote or field employees who may not have easy access to computers or the internet.
- Company-initiated leave for mandatory leave periods or office closures affecting specific employees.
- Onboarding assistance to help new employees who are still learning the system.
Supporting Documents
The form includes a Supporting Document field where you can upload files like medical certificates, admission documents, or other relevant records. You can drag and drop files or click Select File to upload.
Whether supporting documents are required depends on your company's policies. However, attaching relevant documentation is recommended for proper record keeping and audit purposes.
After Submitting
Once you submit the leave request, it will:
- Be sent for approval to the appropriate person.
- Appear in the employee's leave records in their profile.
- Show in the Leaves module for company-wide tracking.
- Be visible to the employee in their Me → Leaves section.
Frequently Asked Questions
Yes. The employee will be notified, along with their reporting officer who may need to approve the leave.
The leave request is sent for approval. Whoever is responsible for managing the employee's leave can then approve or cancel the request.
Yes. When selecting the Start Date and End Date, you can choose between Full Day or Half Day for each. The Total Days will be calculated automatically.
Yes. The Apply Leave form is the same one employees see when they apply through Me → Leaves. You are essentially submitting the request on their behalf with the same information.
What's Next?
Learn more about leave management:
- Managing Employee Leaves explains how to adjust leave entitlements.
- Viewing Employee Details covers all sections of an employee profile.
- What is Human Resource Management provides an overview of HR functions.