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Apply permission (short leave) for an employee

Updated in June-2023

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 Permissions 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 Permission page, click Leave > Information > Permissions.

You can perform the following actions on the Permissions page:

  1. Apply for permission on behalf of an employee.

  2. Withdraw the permission application.

  3. Apply for post permission on behalf of an employee.

  4. Delete the post permission application. 

Apply for permission on behalf of an employee

To apply for permission on behalf of an employee, perform the following actions:

  1. On the Permissions page, in the Select Mode, select Apply On Behalf option. The Apply, Pending, and History tabs appear.

  2. 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.

  3. Select the required date from the calendar. A form appears on a date card.

  4. In the Add CC dropdown search box, search for the employee to whom you want to inform regarding the permission.

  5. In the Remarks text box, enter a valid remark for permission.

  6. From the Permission Type dropdown list, select the required permission type.

  7. In the From Time and To Time text box, enter the required time for which the employee needs to take permission.

  8. 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.

  9. 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

To withdraw the permission application, perform the following actions:

  1. On the Permissions page, in the Select Mode, select Apply On Behalf option. The Apply, Pending, and History tabs appear.

  2. Click the Pending tab. The list of pending permission applications appears.

  3. 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.

  4. Click the Withdraw button to withdraw the selected application. You can also accept or reject the application by clicking 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 the post permission, perform the following actions:

  1. On the Permissions page, in the Select Mode, select the Post Transaction option. The Apply and History tab appears.

  2. 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.

  3. Select the required date from the calendar. A form appears on a date card.

  4. In the Add CC dropdown search box, search for the employee to whom you want to inform regarding the permission.

  5. In the Remarks text box, enter a valid remark for permission.

  6. From the Permission Type dropdown list, select the required permission type.

  7. In the From Time and To Time text box, enter the required time for which the employee needs to take permission.

  8. 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.

  9. 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. 

  10. 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 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, perform the following actions:

  1. On the Permissions page, in the Select Mode, select the Post Transaction option. The Apply and History tab appears.

  2. Click the History tab. The list of applications appears.

  3. Select the required permission card. The card expands and displays Total Day(s), Permission Type, Applied By, Applied For, Applied Date(s), and Remarks.

  4. Click the Delete button to delete the selected application.

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