Managing an employee's departure from your organization, whether voluntary or involuntary, temporary or permanent needs to be done accurately, efficiently and delicately.

What is Leave Management in bob?

bob simplifies leave management with a quick and easy tool for updating and tracking employee status, ensuring no loose ends are left behind and of parting ways gracefully.

With bob's leave management you can place employees on various types of leave, terminate or return them from leave. You'll be able to reassign any open tasks, scheduled reports or even a manager's team to make sure things keep running smoothly.

How to use bob's Leave Management

Placing employees on leave

Employees can be placed on temporary leave from the People Directory or from an employee's Profile page. Choose between the Leave and Parental leave functions to later track and filter by employee lifecycle status throughout bob. Once an employee is placed on leave, the selected leave type is clearly displayed in their profile header. Once a leave flow as described below is completed, the changes will be added as a new row to the lifecycle table in the effected employee's profile.

Follow these steps to place employees on leave:

  1. Navigate to an employee's profile OR mark one or many employees in the People Directory
  2. Press on the Actions button and select Change Status > Place On Leave > Leave (for various types of unpaid leave) OR Parental Leave
  3. In the popup window under Leave date, enter the first day of the planned leave - this is the date from which the employee's lifecycle status will change
  4. Enter the last day of the planned leave under Leave end date - this is solely for your records, the employee(s) will NOT be returned from leave automatically
  5. If you would like to stop the employee(s) accrual on their time off policies, tick the box next to Impact absence accrual and they will be unassigned from their time off policies Note: If an employee is placed on leave with Impact absence accrual marked, they will need to be reassigned to their time off policies when returning from leave
  6. To keep the employee(s) active with continued access to bob, check the box next to Remain active
  7. Select the reason for the employee(s) leave from the Leave reason dropdown to retain a record of why the employee was placed on leave, you can add your own departure reasons to this list by clicking Edit list from the bottom of the dropdown
  8. Choose a Leave type from the available options in this preset dropdown list
  9. If you would like to trigger a task list, select the desired task list from the Employee(s) leave tasks dropdown - the task list will trigger immediately
  10. If your leaver is a manager you will need to select a Replacement manager for his/her team
  11. Reassign ownership of the leaver's task lists, incomplete tasks and reports under Replacement task lists and reports owner
  12. Click Submit

Note: To manage employee departures you must have permission to edit selected employees' Lifecycle sections under the Lifecycle permission category.

Returning employees from leave

To bring employees back from leave and put them back on the 'employed' lifecycle status in bob, use the return from leave functionality through the People Directory or employee Profile page. Once a return from leave flow as described below is completed, the changed will be added as a new row to the lifecycle table in the effected employee's profile.

Follow these steps to return employees from leave:

  1. Navigate to an employee's profile OR mark one or many employees in the People Directory
  2. Press on the Actions button and select Change Status > Return From Leave
  3. Simply enter the employee's return date in the popup window.
  4. Click Submit

Tip: Don't forget to reassign time off policies, direct reports, task lists, tasks and reports.

Terminating and offboarding employees

Terminating employees with bob allows you to deactivate employees in the system and set them to a status of 'terminated' while setting off an offboarding flow that will guide employees through their last days and tasks with your organization. Once a termination flow as described below is completed, the changed will be added as a new row to the lifecycle table in the effected employee's profile.

Follow these steps to deactivate an employee in bob:

  1. Navigate to the desired employee's profile, or select them from the People Directory
  2. Press on the Actions button and select Change Status > Terminate Employee
  3. In the popup window under Termination date, enter the effective termination date - this is the date from which the employee's lifecycle status will change to 'terminated'
  4. Enter the desired duration of Notice period - the amount of time between the notice date and the termination date
  5. If you would like to enable a Garden Leave prior to the effective termination date during which the employee's access to bob will be revoked and their lifecycle status will show as 'Garden leave', enter a date in the Last day of work field
  6. Select the Termination reason from the dropdown to retain a record of why the employee left, you can add your own termination reasons to this list by clicking Edit list from the bottom of the dropdown
  7. Choose a Termination type from the available options in this preset dropdown list
  8. Select the offboarding task list you would like to trigger for the departing employee from the Employee offboarding task list dropdown - the task list will trigger immediately
  9. If the departing employee is a manager you will need to select a Replacement manager for his/her team
  10. Reassign ownership of the leaver's task lists, incomplete tasks and reports under Replacement task lists and reports owner
  11. Click Submit

Tracking employee status

Track and monitor your employees' lifecycle changes in the People Directory, Profile page and bob's Lifecycle Report.

People directory

  1. Press the People tab on the menu bar
  2. Apply the Lifecycle filter using the desired lifecycle statuses (Leave, Parental leave, Garden leave, Terminated) to easily identify employees with specific lifecycle statuses.

Employee profile

  1. Use bob's search to lookup an employee, or navigate to the People Directory from the People main menu tab
  2. Search for employees by name or filters
  3. Click on the desired employee to access their profile

The current lifecycle status appears as a colored stamp just below the employee's profile picture accompanied by active/uninvited representing whether the employee has access to bob

Lifecycle report

  1. Navigate to the Reports > Company Reports
  2. Click on the Lifecycle folder and select the Lifecycle report in the table
  3. The report will display all of your employees and their lifecycles over time
  4. Use the column picker on the upper left hand side to select data columns to include in your report
  5. Filter your data to slice and dice as desired, clicking on More to add advanced rule-based filters
  6. Save, download or schedule to send periodically using the icons on the upper right hand side

Need more help? If you're unsure about anything please send us a message through the chat icon below.

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