How-to
Apply leave on behalf of employees (admin level)
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As an Admin in HRStop, you can apply leave requests on behalf of employees. This is useful in scenarios where:
- Employees are unable to access the system.
- Leaves are being entered retrospectively.
- HR needs to record approved leaves for compliance or documentation.
This feature helps streamline HR processes by providing centralized control over employee leave management.
Steps to apply leave on behalf of an employee
Step 1: Navigate to leave management
- Go to Control Panel → Leaves → Employees.
Step 2: Click "Apply Leave"
- On the Employee Leaves page, click the “Apply Leave” button.
Step 3: Select the employee
- From the dropdown list, choose the employee you wish to apply leave for.
- Once selected, all their entitled leave categories and current leave balances appear.
You can only apply for leave types with a positive leave balance.
Step 4: Choose the leave type & period
- Select the Leave Category (e.g., Bereavement Leave).
- Define the leave period (From Date → To Date).
- The system auto-calculates the number of leave days.
Step 5: Enter leave details
- Fill in the Reason for Leave.
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Upload supporting documents if required by policy.
- If the category mandates an attachment (e.g., Medical Certificate), the file upload is mandatory.
Step 6: Set the leave status
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You can set the leave status as:
- Approved: If you are the final authority.
- Pending: If it requires approval from the reporting manager or another approver.
In most admin-initiated applications, it is advisable to mark the leave as Approved to avoid unnecessary delays.
Step 7: Submit the request
- Click Submit to apply the leave successfully on behalf of the employee.
Key benefits
- Maintains accurate leave records even when employees cannot apply themselves.
- Ensures compliance with HR policies.
- Speeds up approvals in critical or time-sensitive situations.
Frequently asked questions
Can an admin apply for leave on behalf of any employee?
Yes.
Admins with the appropriate access rights can apply for leave for any active employee listed in the system. This functionality is especially useful when:
- Employees are unavailable to apply themselves,
- Leaves need to be updated retrospectively,
- HR needs to apply or regularize leave entries on record.
Can admins apply for backdated leave?
Yes.
Admins can apply backdated leaves on behalf of employees, provided the specific leave category allows retrospective applications. If restrictions are enabled in the leave category, you may need to modify the settings or grant exceptions.
Do leaves applied by an admin require manager approval?
Not necessarily.
While applying a leave request, the admin can choose the leave status based on the organization's workflow:
- Approved – If the admin is the final authority.
- Pending – If the leave should still follow the standard approval workflow (e.g., manager approval).
In most cases, admins directly approve the leave to speed up the process.
What happens if the selected employee has a zero leave balance?
If the employee has zero balance, the system prevents you from applying for leave in that category unless:
- The leave category is a Loss of Pay (LOP) type that allows negative balances, or
- You manually update the entitlement or balance before applying the leave.
Always check the available balance before submission to avoid rejection or system errors.
Can I upload documents when applying for leave on behalf of an employee?
Yes.
If the leave category mandates documentation (e.g., for Sick Leave, Maternity Leave, etc.), the system requires the admin to upload the document during the application process.
You can upload:
- Medical certificates
- Death certificates (for Bereavement Leave)
- Any HR-required attachments based on policy