It is necessary to keep track of the time an employee spends away from the office during office hours. The reason for spending time away can be official or personal such as visiting a customer site, visiting a bank, or working from home. The process of tracking these hours can help in understanding your team members’ productivity.

The Regularization & Permission page in the greytHR Admin portal helps you to apply for permission on behalf of an employee if he/she is not able to apply for permission. Applying for permission helps the employees to avoid attendance regularization. It also helps the managers to plan to work better and avoid delays in deliverables.

To view the Regularization & Permission page, from the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.

You can perform the following actions on the Permissions page:

Apply for permission on behalf of an employee.
Withdraw the permission application.
Apply for post permission on behalf of an employee.
Delete the post permission application.

Apply for permission on behalf of an employee

To apply for permission on behalf of an employee, from the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.

On the Regularization & Permission page, in the Select Mode, select the Apply On Behalf option. The Apply, Pending, and History tabs appear.
Under the Apply tab, in the Search Employee search box, search for the employee on behalf of whom you want to apply for permission. The page displays the calendar of the selected employee.
Select the required date from the calendar. A form appears on a date card.
In the Add CC dropdown search box, search for the employee to whom you want to inform regarding the permission.
In the Remarks text box, enter a valid remark for permission.
From the Permission Type dropdown list, select the required permission type.
In the From Time and To Time text box, enter the required time for which the employee needs to take permission.
In the Reason description box, enter the valid reason for applying for permission.
Note: You can view the reviewer’s name for the application on the date card if you have selected the mode Apply On Behalf.
Click Apply to apply for permission on behalf of the employee.
Note: You can also apply for multiple permissions on behalf of an employee by clicking Add More option.

Withdraw the permission application

From the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.
On the Regularization & Permission page, in the Select Mode, select the Apply On Behalf option. The Apply, Pending, and History tabs appear.
Click the Pending tab. The list of pending permission applications appears.
Select the required permission card. The card expands and displays Reviewer, Total Day(s), Permission Type, Applied By, Applied For, Applied Date(s), and Remarks.
Click the Withdraw button to withdraw the selected application. You can also accept or reject the application by clicking the Accept or Reject button.
Note: You can view all the withdrawn, accepted, and rejected applications under the History tab.

Apply for post permission on behalf of an employee

The Post Transaction option enables you to apply for permission directly. The application will not go through any review process. To apply for post permission on behalf of an employee, from the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.

On the Regularization & Permission page, in the Select Mode, select the Post Transaction option. The Apply and History tab appears.
Under the Apply tab, in the Search Employee search box, search for the employee on behalf of whom you want to apply for permission. The page displays the calendar for the selected employee.
Select the required date from the calendar. A form appears on a date card.
In the Add CC dropdown search box, search for the employee to whom you want to inform regarding the permission.
In the Remarks text box, enter a valid remark for permission.
From the Permission Type dropdown list, select the required permission type.
In the From Time and To Time text box, enter the required time for which the employee needs to take permission.
In the Reason description box, enter the valid reason for applying for permission.
Note: Since you are applying for post permission, the application is directly approved. Hence, you will not view any reviewer for the application.
Using the check box, enable Allow override of rules to apply for exceptions option. The option helps you to apply for permission even if you are breaching a permission policy rule.
Click Apply to apply for post permission on behalf of the employee.
Note: You can also apply for multiple post permissions on behalf of the employee by clicking the Add More option.

Delete the post-permission application

The post-transaction applications do not have any reviewers, so the application will not have a Pending tab. To delete the post-permission application from the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.

On the Regularization & Permission page, in the Select Mode, select the Post Transaction option. The Apply and History tab appears.
Click the History tab. The list of applications appears.
Select the required permission card. The card expands and displays the Total Day(s), Permission Type, Applied By, Applied For, Applied Date(s), and Remarks.
Click the Delete button to delete the selected application.

Note: If a permission is applied for backdated days and approved, the status will automatically reflect in Attendance Info through auto attendance processing.

Frequently Asked Questions:

What is a permission (short leave) in greytHR?

A permission (short leave) allows an employee to be away from work for a short duration during office hours for personal or official reasons.

Why should permission be applied instead of attendance regularization?

Applying permission in advance helps avoid attendance discrepancies and reduces the need for later regularization.

Who can apply permission on behalf of an employee?

HR admins or authorized users can apply permission on behalf of employees using the Apply On Behalf option.

How can admin apply for permission on behalf of an employee?

To apply for permission on behalf of an employee, from the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.

On the Regularization & Permission page, in the Select Mode, select the Apply On Behalf option. The Apply, Pending, and History tabs appear.
Under the Apply tab, in the Search Employee search box, search for the employee on behalf of whom you want to apply for permission. The page displays the calendar of the selected employee.
Select the required date from the calendar. A form appears on a date card.
In the Add CC dropdown search box, search for the employee to whom you want to inform regarding the permission.
In the Remarks text box, enter a valid remark for permission.
From the Permission Type dropdown list, select the required permission type.
In the From Time and To Time text box, enter the required time for which the employee needs to take permission.
In the Reason description box, enter the valid reason for applying for permission.
Note: You can view the reviewer’s name for the application on the date card if you have selected the mode Apply On Behalf.
Click Apply to apply for permission on behalf of the employee.

Can admin apply for post permission on behalf of an employee?

On the Regularization & Permission page, in the Select Mode, select the Post Transaction option. The Apply and History tab appears.
Under the Apply tab, in the Search Employee search box, search for the employee on behalf of whom you want to apply for permission. The page displays the calendar for the selected employee.
Select the required date from the calendar. A form appears on a date card.
In the Add CC dropdown search box, search for the employee to whom you want to inform regarding the permission.
In the Remarks text box, enter a valid remark for permission.
From the Permission Type dropdown list, select the required permission type.
In the From Time and To Time text box, enter the required time for which the employee needs to take permission.
In the Reason description box, enter the valid reason for applying for permission.
Note: Since you are applying for post permission, the application is directly approved. Hence, you will not view any reviewer for the application.
Using the check box, enable Allow override of rules to apply for exceptions option. The option helps you to apply for permission even if you are breaching a permission policy rule.
Click Apply to apply for post permission on behalf of the employee.
Note: You can also apply for multiple post permissions on behalf of the employee by clicking the Add More option.

What is the difference between “Apply On Behalf” and “Post Transaction”?

Apply On Behalf: The request goes through the approval workflow.
Post Transaction: The request is directly approved and does not require reviewer approval.

Can I apply permission for past dates?

Yes, you can apply permission for past dates using the Post Transaction option.

Can multiple permissions be applied for an employee on the same day?

Yes, you can use the Add More option to apply multiple permissions for the same employee.

Is it possible to withdraw a permission request?

Yes, pending permission requests can be withdrawn from the Pending tab.
To withdraw the permission application from the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.

On the Regularization & Permission page, in the Select Mode, select the Apply On Behalf option. The Apply, Pending, and History tabs appear.
Click the Pending tab. The list of pending permission applications appears.
Select the required permission card. The card expands and displays Reviewer, Total Day(s), Permission Type, Applied By, Applied For, Applied Date(s), and Remarks.
Click the Withdraw button to withdraw the selected application. You can also accept or reject the application by clicking the Accept or Reject button.

Can a post permission application be deleted?

Yes, post permission applications can be deleted from the History tab under the Post Transaction mode. The post-transaction applications do not have any reviewers, so the application will not have a Pending tab.

To delete the post-permission application from the greytHR Admin portal, hover over the 9 dots and go to Leave and Attendance > Information > Regularization & Permission.

On the Regularization & Permission page, in the Select Mode, select the Post Transaction option. The Apply and History tab appears.
Click the History tab. The list of applications appears.
Select the required permission card. The card expands and displays the Total Day(s), Permission Type, Applied By, Applied For, Applied Date(s), and Remarks.
Click the Delete button to delete the selected application.

What happens when “Allow override of rules” is enabled?

This option allows you to apply permission even if it violates configured permission policies.

Will permission reflect in attendance records?

Yes, once approved (or applied via post transaction), the permission is reflected in attendance through auto attendance processing.

Can admins notify someone while applying permission?

Yes, you can add employees in the CC field to keep them informed.

Where can admins view all permission requests?

You can view them under the Apply, Pending, and History tabs based on their status.

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