Learn how to set up leave and termination flows using templates, or customize your own leave flows. 

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Leave flows cover all forms of leave, whether voluntary or involuntary, temporary or permanent; and will allow you to manage and execute the employee's leave from your organization smoothly and efficiently. There are three different types of leave flows:

  • Leave: This type of leave is often temporary, such as sick leave for surgery or mental health, with the intention of returning to work.
  • Parental leave: A temporary leave to care for children, such as a new baby or treatment for a disease. 
  • Termination: Permanent leave for people whose contract with your company is ending.

Before you begin

As soon as you're informed that an employee will take leave or a work contract will be terminated, there are a few action items to cover before creating and using leave flows.

  • Reassign any open tasks, ownership of performance cycles/surveys, or scheduled reports that are the responsibility of the employee.
  • Decide whether the employee on leave will remain active or be removed from the Org chart.
  • Make sure all the appropriate task lists are set up, as it is recommended to add a task list to the end of the flow.

How to set up a leave flow

Create a Leave flow according to your needs by editing a default Leave flow template or building one from scratch.

Step 1: Details

  1. From the left menu, select Settings > Flows
  2. Select the Leave tab.
  3. Click + Add new to create a new flow template.

    Note: To edit a preset or custom flow you’ve already created, click Manage on the flow tile.

  4. Select the leave type for this flow: Termination, Leave, or Parental Leave.
  5. In the General section, enter a name and description for the flow.

    Note: A description is optional but highly recommended, as several colleagues may use the same flow; Try and be precise as this information will be displayed to the admins and managers that are assigning the flow to employees.

  6. In Applies To, select All Employees, Select by condition, or Select by name.

    Note: The All Employees condition only includes people whose Lifecycle status equals Employed.

    - If you Select by condition, click Edit, select the conditions from the dropdown menus, then  click Apply.- If you Select by name, click Select, check the box next to the specific employee/s, then click Select.

  7. Click Next.

Step 2: Categories and fields

Each flow has default fields and settings to match the particular type of leave selected, which are mentioned under Leave details; i.e., a Leave flow will have a "Leave end date," field since the departing employee is expected to return to the company. In contrast, a termination flow will have the Last day of work since they’re ending an employment contract, but you can also include other employee fields to be updated during the flow.

  1.  In Additional fields, scroll through the dropdown or type the fields that you’d like to include; once the boxes are checked you’ll see a list form to the right. 

    Note: you may check an entire category to include all the sub-fields within that category or you can select specific fields from the category dropdowns, e.g., the category Personal Contact Details expands to include Personal email, Personal phone, and Personal mobile; you can choose to include the whole category or individual sub-fields

  2. Remove fields by clicking the "X." 

  3. Click Next.

    Note: To enable writing comments about the employee’s leave, create a text field column in the Lifecycle category table; The column will be automatically added across leave flows without the need to select it in Additional fields each time.

Step 3: Additional steps

Here, you may create an approval process that will begin once the leave flow is activated.

  1. Enable Set approvers, then select the Role or specific Employee who will be the first approver from the dropdown menu. Click Select to add additional approvers to this flow; You can add multiple approval levels.Note: admins/manager must have permissions to set up/view/approve the flow.
  2. Enable Set notifications, then select the Role(s) or specific Employee(s) who will receive an email notification when the flow is completed.
  3. Enable Set task list, then select a task list from the dropdown menu if you would like to automatically trigger a task list once this flow is complete and changes are approved.

    Note: If you don’t see a task list you would like for this flow, you can create a new task list. To learn more, see Set up a task list. Users with permissions to trigger task lists would be offered to change the task list you selected here. To learn more, see Trigger a task list from a flow.

  4. Click Done. This flow is now available to trigger by whomever you provided permissions. To learn more, see How to set up permissions for people using flows.
Example of how to set up a Garden Leave flow

Garden leave is when an employee is mid termination process; meaning they are not working but are still on the payroll. Rather than terminating the employee through your regular termination flow, a Garden leave flow would allow continued employment, with a set date for termination and a set date for tasks to be completed (before discontinuation of work), all while remaining on the payroll.

Garden Leave status is calculated based on the difference between Termination date and Last day of work, which you’ll enter in the Garden leave flow once set up.

Before you begin

  • Create a new task list for Garden leave. To learn more, see Set up a task list.
  • Users with permissions to trigger task lists will be offered to change the task list you selected. To learn more, see Trigger a task list from a flow.

    How to set up a Garden Leave flow:

  1. From the left menu, select Settings > Flows
  2. Select the Leave tab.
  3. Click + Add new to create a new flow template.
  4. Select the Termination leave type for this flow.
  5. Enter “Garden leave” as the name, then write a description for the flow (optional).
  6. In Applies to, click Select by condition.
  7. Click Edit, select the conditions from the dropdown menu/s, then click Apply.
  8. Click Next.
  9. Select the field(s) to be included in the flow, such as Personal Contact Details.
  10. Click Next.
  11. Enable Set approvers, then select the Role or specific Employee who will be the first approver from the dropdown menu if you would like approvers for this flow (optional). Click Select to add additional approvers to this flow.

    Note: We recommended adding an HR admin as an approver for this flow.

  12. Enable Set notifications, then select the Role(s) or specific Employee(s) who will receive an email notification when the flow is completed (optional).
  13. Enable Set task list, then select a task list from the dropdown menu, such as “Garden leave” if you would like to automatically trigger a task list once this flow is complete and changes are approved.
  14. Click Done. This flow is now available to be triggered by whomever you provided permissions. To learn more, see How to set up permissions for people using flows.

FAQs

Who can see the Leave flow?

People in your organization who have the permission to trigger termination or leave flows, such as Managers, or those who have permissions to view the employee lifecycle section and any other sections in the flow will be able to see the flows. To learn more, see Create a custom permission group.

How do I trigger a Leave flow? How do I approve or reject a flow request?

Ready to place an employee on parental leave or make a change? Perhaps you also want to approve or reject a leave request. To learn more, see Set up a custom flow with approvals.

How do I create a Leave flow for a specific site?

Only the leave flows that apply to the selected employee(s) will be displayed when selecting people to place on leave. For example, if you set a parental leave flow for Londoners - with conditions set to only apply to, and appear for, people in a London site - then that Leave flow will only be offered as an option for leave, to employees located in London. 

How do I duplicate a flow?

To duplicate an existing flow, click the three-dot menu to the right of the leave flow you wish to duplicate. Select Duplicate.

How do I delete a flow?

To delete an existing flow, click the three-dot menu to the right of the leave flow you wish to delete. Select Delete, then Delete again.