Appogee Leave: Creating & Editing a Team Profile

This feature can only be accessed by HR Admins and Administrators.  

Please note that any changes made to Team Profiles will only affect future requests/allowances/users. The system cannot assume that changes should propagate to all requests/allowances/users as this is not always the intended outcome. If you want the changes to be reflected in requests/allowances/users created prior to the change you must manually change them.

A new Team Profile can be created by clicking the Create button under HR ADMIN dashboard -> Team Profiles:
 
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A team profile is configured in 5 sections. Click on the links below to jump to the relevant section:
 
  1. Main Details tab
  2. Calendar Config tab
  3. Approval Settings
    1. Leave Settings 
    2. Sickness Settings
    3. TOIL Settings
  4. Team Managers
  5. Members
 
 
 

1. Main Details tab

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  • Name - the name of your Team Profile. You may want to take into consideration that on many pages in the app the Team Profiles are listed in a drop-down list in alphabetical order. Therefore you should think about naming them in such a way that is easiest and most logical for your organisation. Some organisations name them according to location then function, others use the name of the approver. 
  • Comments/Notes - any additional information that you would like attached to your Team Profile. This could be a description of any special settings that are configured in this team.
  • Date Format - Configure the default date format for this team. Users can override this if necessary from their personal settings page. There is also a domain default that can be edited by an Administrator.
  • Sickness Enabled? - Check the box if you want the users of this team to be able to submit Sickness Reports. The Sickness Settings tab will also be enabled. 
  • TOIL Enabled? - Check the box if you want the users of this team to be able to submit TOIL Requests. The TOIL Settings tab will also be enabled.
  • Active Leave Years - Select which years users will be able to create requests for. Please note that this does not prevent them from viewing leave years, it only controls which years they can create requests for. 
  • Save Button - Save your team profile configuration. 
  • Save As Draft button - Save a draft of the team, thereby making it an Unpublished Team Profile. Please see this article for further information about Unpublished Team Profiles. Please note that users in unpublished teams can only be activated by publishing the team. 

 

2. Calendar Config tab

team3.png

 Calendar Start Day - Select which day of the week the calendars in Appogee Leave should start for the members of this team.

Team Calendar Access - Select who should have access to this team's Team Calendar. Note that this refers to the in-app team calendar and not Google Calendar. 

3. Approval Settings

3.1 Leave Settings

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  • Require Reason? - Check the box to make the Reason field mandatory when employees submit a Leave Request.
  • Prevent Self Approval? - If a member of this team is also an approver of this team, this setting applies. If you want to prevent such members from approving their own Leave Requests, check the box. You will need to have at least 2 approvers defined for this team so that the other approver can approve such a user's Leave Requests. They will also not receive email notifications to approve their own requests. 
  • Email Notifications - Enter comma separated list of email addresses of users to be notified when a Leave Request is submitted. This can be any email address including email distribution lists. 

  • Leave Approval Flow - Here you define the who and how of approvals for this team. You can define who approves requests for this team, if the approvals should be handled in levels and the Role of the approver. If you want to copy an Approval Flow from Sickness or TOIL settings, use the "Copy from Sick TOIL" section.
    • You can have up to 3 approval levels. Having more than one approval level means that if a request is approved on Level 1, then it is passed to Level 2 approvers for approval and so forth with Level 3. If a request is cancelled or rejected at any lower level, it will not be passed on to a higher level and notification will not be given to higher level approvers. Each level consists of 1 or more approvers.
    • If you want to use Virtual Team approvals you should set one of the approval levels to use the Virtual Team's approval flow. You must have at least 1 approver in one of the approval levels to use Virtual Team approvals. Follow these steps to insert a Virtual Team Approval flow:

      • Add at least one approver to Level 1
      • Add another approval level by clicking on Add Another Approval Levelvirtual_approver1.png
      • Click on the Use Virtual Team check box that appears on each active approval level for the level you want to insert the Virtual Team approval flow into.virtual_approver2.png
    • There are 2 approver Roles: Primary and Alternate. Primary approvers receive email notifications of team member Leave Requests, however Alternate approvers do not. Pending approvals for alternative approvers will be hidden by default in the app but a check box labelled Show Alternative Approvals  to view them will be provided. Alternative approvers may be useful if a Primary approver is not available.
    • To add an approver, type their email address into the textbox, then select a role and click the Add button.
    • All approvers will be automatically added as managers on the Managers tab. This gives them access to the Management Dashboard which includes details about the team members allowance and request data.

3.2 Sickness Settings tab

The Sickness Settings tab is very similar to the Leave Settings tab except for the Create Scope option. 
 
team5.png
 
  • Create Scope - Select who team members can create sickness reports for. Please note that all managers of a team have the ability to create sickness reports for members of teams they manage. 
  • Require Reason? - Check the box to make the Reason field mandatory when employees submit a Sickness Report.
  • Prevent Self Approval? - If a member of this team is also an approver of this team, this setting applies. If you want to prevent such members from approving their own Sickness Report, check the box. You will need to have at least 2 approvers defined for this team so that the other approver can approve such a user's Sickness Reports. They will also not receive email notifications to approve their own reports. 
  • Email Notifications - Enter comma separated list of email addresses of users to be notified when a Sickness Report is submitted. 

  • Sickness Approval Flow - Here you define the who and how of approvals for this team. You can define who approves Sickness Reports for this team, if the approvals should be handled in levels and the Role of the approver. If you want to copy an Approval Flow from Leave or TOIL settings, use the "Copy from Leave TOIL" section.
    • You can have up to 3 approval levels. Having more than one approval level means that if a Sickness Report is approved on Level 1, then it is passed to Level 2 approvers for approval and so forth with Level 3. If a Sickness Report is cancelled or rejected at any lower level, it will not be passed on to a higher level and notification will not be given to higher level approvers. Each level consists of 1 or more approvers.
    • If you want to use Virtual Team approvals you should set one of the approval levels to use the Virtual Team's approval flow. You must have at least 1 approver in one of the approval levels to use Virtual Team approvals. Follow these steps to insert a Virtual Team Approval flow:
      • Add at least one approver in Level 1.
      • Add another approval level by clicking on Add Another Approval Level
      • Click on the Use Virtual Team check box that appears on each active approval level for the level you want to insert the Virtual Team approval flow into. 
    • There are 2 approver Roles: Primary and Alternate. Primary approvers receive email notifications of team member Sickness Reports, however Alternate approvers do not. Pending approvals for alternative approvers will be hidden by default in the app but a check box to view them will be provided. Alternative approvers may be useful if a Primary approver is not available.
    • To add an approver, type their email address into the textbox, then select a role and click the Add button.
    • All approvers will be automatically added as managers on the Managers tab. This gives them access to the Management Dashboard which includes details about the team members allowance and request data.

3.3 TOIL Settings tab

TOIL stands for Time Off In Lieu, which allows a user to request extra time off in the place of extra time they may have worked. Please note that TOIL requests INCREASE the leave allowance to compensate for the extra time and are not leave requests in themselves. If you want employees to create time off requests for TOIL purposes consider creating a TOIL Leave Type. 
 team6.png
 
  • Prevent Self Approval? - If a member of this team is also an approver of this team, this setting applies. If you want to prevent such members from approving their own TOIL Requests, check the box. You will need to have at least 2 approvers defined for this team so that the other approver can approve such a user's TOIL Requests. They will also not receive email notifications to approve their own TOIL Requests
  • Email Notifications - Enter comma separated list of email addresses of users to be notified when a Sickness Report is submitted. 
  • TOIL Approval Flow - Here you define the who and how of approvals for this team. You can define who approves TOIL Requests for this team, if the approvals should be handled in levels and the Role of the approver. If you want to copy an Approval Flow from Leave or Sickness settings, use the "Copy from Leave Sickness" section.
    • You can have up to 3 approval levels. Having more than one approval level means that if a TOIL Request is approved on Level 1, then it is passed to Level 2 approvers for approval and so forth with Level 3. If a TOIL Request is cancelled or rejected at any lower level, it will not be passed on to a higher level and notification will not be given to higher level approvers. Each level consists of 1 or more approvers.
    • If you want to use Virtual Team approvals you should set one of the approval levels to use the Virtual Team's approval flow. You must have at least 1 approver in one of the approval levels to use Virtual Team approvals. Follow these steps to insert a Virtual Team Approval flow:
      Add at least one approver in Level 1.

      • Add another approval level by clicking on Add Another Approval Level.
      • Click on the Use Virtual Team check box that appears on each active approval level for the level you want to insert the Virtual Team approval flow into.
    • There are 2 approver Roles: Primary and Alternate. Primary approvers receive email notifications of team member TOIL Requests, however Alternate approvers do not. Pending approvals for alternative approvers will be hidden by default in the app but a check box to view them will be provided. Alternative approvers may be useful if a Primary approver is not available.
    • To add an approver, type their email address into the textbox, then select a role and click the Add button.
    • All approvers will be automatically added as managers on the Managers tab. This gives them access to the Management Dashboard which includes details about the team members allowance and request data.
 

4. Team Managers 

All approvers will be given Team Manager role. You can also add other Managers who are not approvers to the Team Profile. All managers have access to the MANAGEMENT and REPORTING dashboards for teams they manage. A Team Manager may be assigned a Reader or Editor role. Managers with Editor roles can edit requests and allowances of users they manage. To add a new manager, enter their email address and click Add. Select their Role from the drop down and if you want to remove a Manager, click on the Remove button. 

team7_001.png

 

5. Members

You can view employees who belong to the team from this tab,  but the Team Profile must first be published (saved) before members can be added. To add users to the team, use the 'User Activation page' link. You can also add active users by going to the user's profile page and select the 'Change Team Profile' option.

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