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The Leave request form provides a template for employees to submit leave requests internally, helping practices collect the information needed to review and manage employee leave.
The form covers employee details, the type and dates of leave requested, supporting information, and a section for managers or team leaders to record their approval decision.
Download the Form template and import it into FYI. You can then customise it to suit your practice's leave policies and approval procedures before making it available to employees as an Internal Form.
What's included in the Leave request form?
The Leave request form is organised into three sections, allowing employees to provide their leave details and managers to record a decision. Expand the sections below for more information.
Employee Details
Collect information about the employee submitting the leave request, including:
- Employee Full Name - A required field identifying the employee requesting leave.
- Manager / Team Leader / Approver - A required field identifying the person responsible for reviewing the request.
- Team / Department (if applicable) - Records the employee's team or department.
These details help the practice identify the employee and the appropriate person to review the leave request.
Leave Details
Collect information about the leave being requested, including:
- Leave Type - Allows employees to select the relevant type of leave.
- First Day of Leave and Last Day of Leave.
- Total Hours Requested.
- Additional Information - Allows employees to provide relevant details about their request.
- Supporting Documentation - Allows employees to upload documents relevant to the leave request.
The Leave Type field includes eight options, with examples such as Annual Leave, Sick / Personal Leave, Compassionate Leave, Study Leave, and Jury Duty Leave.
Practices should review the available leave types and supporting documentation requirements to ensure they align with their internal leave policies.
Approval
The Approval section provides fields for a manager or team leader to record the outcome of the leave request, including:
- Approval decision - Approved, Declined, or Further Information Required.
- Approval Date.
- Comments relating to the decision or any further information required.
This section can be completed as part of the practice's internal leave approval process.
The Approval fields record a decision but don't automatically approve leave or notify the employee of the outcome. Practices should confirm how requests will be reviewed and how employees will be notified.
Importing the Leave request form
Download the Leave request form using the file attached at the bottom of this article.
Once you've downloaded the file, import the Form template into FYI. Refer to Managing form templates for instructions on importing a Form template.
What's next?
After importing the Leave request Form, review the template and customise it to suit your practice's leave policies and internal approval procedures.
Reviewing the Form template
Review the employee information fields, leave types, dates, total hours requested, supporting documentation requirements, and approval options:
- Update the available leave types and any explanatory wording to reflect your practice's policies. Review the Approval section to ensure managers or team leaders have the information they need to record a decision.
For more information on editing Form fields, refer to Creating templates for Forms.
When you've finished reviewing and customising the template, ensure the Filing Status is set to Active. Refer to Managing form templates for instructions on updating the template.
Creating and submitting an Internal Form
Once the template is ready, employees can create an Internal Form using the Leave request template.
It is recommended that your practice is set up as a Client in FYI so Internal Forms can be filed against the Practice Client.
To create an Internal Form, select + and then Form, choose the Practice Client and Leave request template, confirm the relevant filing details, and select Create.
Employees can complete the Form from the Form Preview drawer or use Open External to complete it in a separate browser tab. Select Save to retain changes before closing the Form.
When the employee has finished entering the leave details, they can select Submit. The Form Workflow Status automatically changes to Submitted.
Refer to Creating and submitting internal forms for detailed instructions.
Reviewing and approving leave requests
After an employee submits the Form, the manager or team leader can review the requested leave dates, hours, leave type, and any supporting information provided.
The Approval section can be used to record whether the request is Approved, Declined, or requires Further Information, together with the decision date and comments.
Practices can use Tasks or Comments in FYI to coordinate any follow-up actions required. Refer to Creating and submitting internal forms for more information.
Submitting the Leave request Form doesn't mean leave has been approved. The practice must review the request, record the outcome, and communicate the decision to the employee according to its internal approval procedures.
Automating employee Form submissions
Employee Forms created in the Employee Documents space don't appear in the All Documents list and therefore can't be used to trigger Automations based on Document Views.
To automate employee Form submissions, create the Form against an internal Client instead of the Employee Documents space. You can then create a Document View that filters by the internal Client, the relevant Form, and a Workflow Status of Submitted. Use this View as a Documents - View Filter in an Automation Process to trigger actions when matching submissions are identified. For example, use the Create Task step to assign follow-up Tasks to the relevant Users or User Roles, or configure other actions required by your practice's internal workflow.