Managing an employee's departure from your organization, whether voluntary or involuntary, temporary or permanent, needs to be done accurately, efficiently and delicately. bob simplifies leave management using leave workflows to update and track the employee’s status, ensuring no loose ends are left behind and of parting ways gracefully.

There are three different types of leave flows in bob:

  1. Leave for people taking a temporary leave

  2. Parental leave for people going on a parental leave

  3. Termination for people whose contract with your company is ending

In this article, learn how to:

  • Trigger a leave management flow

  • Return employees from leave

Note: Access to these capabilities is managed by your company's HR admin. If you do not have access and believe you should, reach out to them.

How to place people on leave

People who have the ability to terminate an employee’s employment or place them on leave in your company may either apply the actions to a specific person or in bulk to multiple people at once

How to place a specific employee on leave

Follow these steps to place a specific employee on leave:

  1. To navigate to an employee's profile, use of the following two ways:

    1. Search for an employee’s name in the search bar at the top right of the screen

    2. Press People in the main menu

      1. Select the Directory

      2. Scroll down or search for the employee to be put on leave and tick the box to the left of their name

  2. Click on the Actions button

    1. Hover over Change status

    2. Hover over Terminate employee to terminate an employee’s employment

      1. Select the relevant leave flow from the menu

    3. Hover over Place on leave to place an employee on any leave

      1. Hover over Leave to place an employee on a non-parental leave

        1. Select the relevant leave flow from the menu

      2. Hover over Parental leave to place an employee on a parental leave

        1. Select the relevant leave flow from the menu

  3. Input the information in the fields in the Details step of the flow.

    1. Termination flows

      1. Termination date: select a person’s last day of employment at the company

      2. Last day of work: select a person’s last working day in the company
        Note: this day must be on or before the selected termination date

      3. Termination type: select a type from the list

      4. Termination reason: select a reason for the employee’s termination
        Note: people with permissions to edit lists may click on Edit list to add, change, or remove one or more reasons

      5. Notice period (optional):

        1. Enter a numerical value in the text field

        2. Click on the Select dropdown to choose between days, weeks, or months


          Note: the employee will become inactive in bob on the selected termination date or last day of work, whichever occurs first.

    2. Leave and parental leave flows

      1. Leave date: select the first day of the person’s leave

      2. Leave end date: select the last day of person’s leave
        Note: the end date is solely for documents in the employee profile. To bring back a person from a leave, follow the instructions in this section.

      3. Leave type: select a type from the list

      4. Leave reason: select a reason for the employee’s termination
        Note: people with permissions to edit lists may click on Edit list to add, change, or remove one or more reason

  4. Click Next at the top right of the screen

  5. Input the information in the fields in the Additional actions step of the flow. Below are explanations of the default, mandatory fields of each type of leave. Note: only the relevant fields will be displayed.

    1. Termination flows

      1. Replacements section

        1. Manager: select a person to manage the direct reports of the departing employee(s)

        2. Task lists and reports owner: select a person to manage the task lists and reports of the departing employee(s)

        3. Performance and surveys owner: select a person to manage the open performance reviews and surveys of the departing em

    2. Leave and parental leave flows also may include a Replacements section of the flow, as described above, as well as the following:

      1. Time off accrual: check the box to unassign the employee(s) from their assigned Time Off policies (e.g. pausing vacation days accrual while a employee is on leave)

      2. Access to bob: check the box to keep the employee’s access to bob during their leave

  6. Click Next at the top right of the screen

  7. Review the summary to ensure the information is correct and click Done Termination flows

Well done! In flows without approvers, the following changes will apply immediately:

  • The selected leave type will be clearly displayed in the affected employee’s profile header

  • The changes will be added as a new row to the lifecycle table in the affected employee's profile

  • If a task list and other actions, e.g. allocating the departing employee’s responsibilities to other people in your organization, are selected, they will also be triggered

If the flow does have approvers, the changes described above will only apply once it is approved. To learn more about flows with approvals, review this article.

How to place multiple employees on leave in bulk

You may trigger the same leave or termination flow at once for multiple people using bob’s people Directory.

Note: all people must meet the conditions of the selected flow for the flow to be applied

  1. Press People in the main menu

    1. Select the people Directory

    2. Scroll down or search for the employee(s) to be put on the same leave and tick the box to the left of their name

  2. Follow step 2-7 on of the instructions in the section above. The details selected will apply to all of the selected employees, and the summary will showcase how each selected employee is affected.

Remember, in flows without approvers, the following changes will apply immediately:

  • The selected leave type will be clearly displayed in the affected employee’s profile header

  • The changes will be added as a new row to the lifecycle table in the affected employee's profile

  • If a task list and other actions, e.g. allocating the departing employee’s responsibilities to other people in your organization, are selected, they will also be triggered

If the flow does have approvers, the changes described above will only apply once it is approved. To learn more about flows with approvals, review this article.

How to return an employee from a 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.

Follow these steps to return employees from leave:

  1. Navigate to an employee's profile or mark one or more employees in the People Directory

  2. Press on the Actions button

  3. Hover over Change status

  4. Select Return from leave

  5. Select the employee's Return date

  6. Click Submit

Once a return from leave action is completed, the change will be added as a new row to the lifecycle table in the affected employee's profile. If the employee was previously inactive in bob during their leave, they will become active again upon the selected return date.

Need more help? If you're unsure about anything please send us a message through the chat icon below or check the following articles that may also be helpful to you:

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