Several businesses continue to use manual or excel based leave management systems. As organizations grow, these systems are not able to cope up with the changing demands of the employee workforce. This results in employee leave management becoming a challenge for most organizations.
Paysquare provides a comprehensive leave management system that can take care of all your requirements for employee leave management with your current workforce as well taking care of trends in the future.
With online logins for each employee through the employee self-service portal, it becomes easy for employees to apply for leaves. Their current leave balance and eligibility is available to them, right within their login. Approval workflows are configured in the system, so that the manager gets a notification, once a request is made. On approval, the back-end leave cards are automatically updated and the required information is shared with the HR & payroll team. Such kind of systems are truly revolutionizing leave management services in India.
It is easy to get consolidated reports and improve overall employee compliance with your leave policies. New policies can be implemented organization-wide and on time.
In every organization, whether it is a start-up, SME or a large enterprise, it is necessary to have a fool proof employee leave management system. It is necessary to have a transparent system, whereby employees know very well that their attendance and
leaves of absence are being tracked by the organization. To put it very simply, an organization may have different types of leaves like earned leave, sick leave, maternity leave, privilege leave. There are criteria for taking such
leave and there are processes to follow to get these leaves approved with their respective line function managers. In the yesteryears, all of this was done manually by employee leave cards and if an employee had to take leave,
they had to get it endorsed on these cards. Nowadays with digitization, it is possible to manage the entire employee leave management system online.
There are several firms offering leave management services in India, but companies who can put in a robust employee leave management system will not need the services of such firms.
At the start of a FY, a company will credit every employee with different leaves as per the eligibility. While there is a leave balance in the account, an employee cannot start taking all these leaves, as the leaves are credited to the account on a pro-rata basis, based on the term he serves with the organization. If an employee has to take a particular kind of leave, he has to log-in to the system and request for such a leave stating the reason for the same. The request is routed to his manager who needs to approve the leave request or reject it. To help him do that the system has automated reminders, which will send reminder notes for any pending actions. Depending on the workflow and the hierarchy, once the approval process is complete, the leave balance will be debited to the amount of leaves that are requested and a record is maintained. The entire process can be done online with automated reminders being sent on email as well as pop-ups within the login screen. If managers do not approve leaves on time, the same report is sent to their respective managers to push this action forward. In the entire employee leave management system, the entry is done by the employee himself, so the chances of manual errors in making entries gets nullified. Once the approvals are done, the entire trail along with the timeline is maintained so that it is available, should there be any conflict situation with employees.
Benefits of having leave management system?
Employee Leave management system helps business to maintain a clear and transparent view of employee leave record. The same data is available to both employer as well as the employee making it very easy. Once employees know their clear leave balance, they are able to plan their future activities, keeping their current leave balance in mind.
Switching to a robust employee leave management system can provide the organization with a simpler and faster way to make the entire leaves process easier for employees as well as HR managers. Granting or denying leave requests can be just a click away and the process would bring in transparency and adherence to an organization wide leave policy.
how to select leave management service provider?
There are several vendors offering leave management services in India. So how does one go and choose a provider that is good for your company. Most important thing to consider is that employee leave management system should not be a completely different system altogether, because then it will create challenges to integrate this system with other systems which are also looking for similar data like payroll systems. At the same time, you need to have a robust and comprehensive system, which takes care of all employee leave request workflows, something which can be configured and managed to fit organization leave management policies and documentation. Having a web based system with secure logins for employees and admin logins for HR to access the reports that they need will be always very helpful.
It is necessary that the leave management system has been thoroughly tested and there are no gaps, which will give rise to conflicts within the organization. For example, an employee applies for leave, but his application never gets approved, nor rejected. The application stays in the system and sometimes we will not know what data is transferred or communicated to the payroll systems. Every leave request needs to be approved or rejected and there need to be reminders to both employees and managers to updated these on an ongoing basis. This will ensure that ambiguities do not arise.
Selecting right partner for your organization is not easy task, you need to understand what kind of solution will be best for your organization and how to address that solution. But don’t forget about cost of the solution. Look for the solution which is user friendly and easy-to-implement. The end result is that you will have an employee leave management system that will save the team's time and all employee leave data will be well organized and easy to view and report.