Diversity Sync'd simplifies and streamlines the way your organisation manages leave requests. With just a few clicks, team members can:
Easily create and submit leave requests
Set up approval workflows to suit your organisation's structure
Assign and manage leave application statuses effortlessly.
Whether you're an employee submitting time off or an administrator managing requests, Diversity Sync'd makes the entire process smooth and efficient.
Impacted Shifts
One of the valuable features of the Leave Requests tool is the ability to view impacted shifts within the selected leave date range.
This allows both employees and manages to clearly see which scheduled shifts may be affected by the leave, helping to ensure proper planning and coverage during absences.
Managing Impacted Shifts in Leave Requests
When a staff member submits a leave request that overlaps with multiple scheduled shifts, these are identified as impacted shifts, which are shifts that fall within the leave dates on the roster.
Staff with the appropriate permissions can manage these impacted shifts by:
Cancelling each affect shift, if needed
Converting the shift to a different shift type, such as changing a Support Worker shift to an Annual Leave shift. This change is then automatically updated in the roster.
Additionally, cancelled shifts can be created as open shifts, allowing other staff members to bid on them or helping with overall roster management.
There is also the option to exclude certain leave types from generating open shifts. This setting can be configured by authorised users under Admin -> Configuration -> Leave.
Leave Request Process Phases
The leave request process consists of three phases: the first two are required, while the third is optional.
Phase 1: Authorise Leave Request
This phase involves clicking the switch button to authorise the leave request.
Only staff with the relevant permissions can confirm leave authorisation.
Phase 2: Application Status
This phase covers updating the application status of the leave request.
Changing the leave application status also requires specific permissions.
Phase 3 (Optional): Creating Leave Requests in Finance Software (Xero)
This phase allows the leave request to be created within Xero, once prior approvals are complete.
Permissions and Notifications
Authorisation and status updates can be customised, allowing specific staff members to receive notifications at various stages of the leave process.
These settings can be managed by users with the appropriate permission via Admin -> Configuration -> Leave within Diversity Sync'd.
For detailed steps, refer to the Admin Configuration article on configuring leave application statuses.
Phase 3: Integration with Xero
To create leave requests in Xero, ensure the following:
Staff have the required finance permissions.
Xero has been authenticated in Admin -> Integrations with Diversity Sync'd.
Staff profiles are synced with the authenticated Xero account.
The leave application is both authorised and approved.
Viewing Xero Leave Balances and Requests
When a staff member is synced correctly with Xero, their leave balances will be displayed, pulled directly from Xero.
Finance staff can view leave requests from Xero by clicking the Leave Requests button next to the leave balances.
Creating Xero Leave Requests
The Create Xero Leave Request button only appears once the leave application has been authorised and approved.
Selecting the blue Create Xero Leave Request button will open the following modal:
To submit a Xero leave request, all fields in the modal must be completed.
The first field is a dropdown displaying leave balances retrieved directly from the employee's Xero leave balance.
This allows staff to create different types of leave requests within a single leave request.
If the leave request spans multiple pay calendar periods, you can specify which pay calendar period you want to apply the leave request to within Xero.
Note: Pay calendars are created within the app, so ensure the pay calendar date ranges align with the pay calendar assigned to the staff member in Xero.
Modal Warning
If you see a warning at the top of the modal, it means the leave request date is earlier than the start date of the pay calendar you have set up in Finance -> Pay Calendar within the app. This means, Diversity Sync'd will only offer the pay calendar start date as the earlier selectable range, even if the leave request falls before this date.
If you need to accommodate earlier leave requests, you will need to create a new pay calendar with an earlier start date.
If Not Authenticated with Xero
If you have the required finance permissions but your company's Xero account has not been authenticated, or the staff member has not been synced the following error will appear:
For more information on configuring finance settings for use with leave requests, please refer to our support documentation available in the Integrations and Finance sections.