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Apply leave on behalf of a team member on greytHR mobile app

Updated in November -2024 | Subscribe to watch greytHR how-to video

Sometimes, a team member may take leave without applying in advance or may not have access to the greytHR app to submit a leave request. This can happen for various reasons, such as:

  • A team member cannot access the app due to technical issues or being offline.

  • A team member forgets to apply for leave beforehand.

  • Urgent or unplanned leave is taken without prior application.

  • Workers, especially those who may not have regular access to smartphones or computers, cannot apply for leave themselves.

To ensure smooth operations and accurate leave tracking, managers step in and apply for leave on behalf of their team members when such situations arise.

Note: The Apply on Behalf option is a customizable feature and reach out to your admin to enable it for you.

Apply for leave on behalf of a team member

The Apply on Behalf feature on the greytHR Mobile app allows managers to submit leave requests, apply for restricted holidays, or cancel leave on behalf of their team. This ensures that leave records remain accurate, even in unplanned or urgent situations.

Note

  • As a manager, you can select the team member, enter their leave details, and submit the request to the reviewer who approves or rejects it. 

  • The manager and reviewer must be different individuals to be able to apply for leave on behalf of the team member.

How can managers use the Apply on Behalf option?

With this option, the managers can:

  • Apply for leave for their team members

  • Apply for a restricted holiday (RH) or Comp off

  • Apply for leave cancellation

  • View history of their leave applications

Apply for leave on behalf of a team member

To apply for leave on behalf of a team member from the greytHR Mobile application, go to Explore > Leave > Apply Leave.

  1. Tap Apply on Behalf and choose the team member.

  2. Enter the leave details and attach documents.

  3. Notify relevant team members by adding them under CC and submit the request.

Apply restricted holiday (RH) or Comp off for a team member

To apply for an RH or Comp off on behalf of a team member from the greytHR Mobile application, go to Explore > Leave > Apply Leave.

  1. Tap Apply on Behalf and select the team member.

  2. Select Restricted Holiday and choose the required Holiday. 

  3. Notify relevant team members by adding them under CC and submit the request.

Note: Similarly, you can also apply for a Comp off on behalf of your team members.

Apply leave cancellation for a team member

To apply for leave cancelation on behalf of a team member from the greytHR Mobile application, go to Explore > Leave > Apply Leave

  1. Tap Apply on Behalf and select the team member.

  2. Select the Leave Cancel card. 

  3. Select the required leave type you want to cancel. 

  4. Notify relevant team members by adding them under CC and submit the request.

View leave application history of a team member

The History tab displays the status of your team member's leave applications, such as APPROVED/REJECTED/WITHDRAWN. The tab also displays your and your team members' leave application history. To view the history of a team member's leave application:

  1. From the greytHR Mobile application, go to Explore > Leave > Apply Leave.

  2. Tap the History tab and then tap the icon on the required leave application.

  3. Select View Timeline to view the details.

Tips and tricks

A team member takes sudden sick leave without applying beforehand.
Solution:
Use the Apply on Behalf feature to submit the sick leave request immediately, ensuring leave records stay updated and accurate.


A worker without smartphone access needs to apply for a restricted holiday (RH).
Solution:
As the manager, apply for the RH on their behalf and CC relevant team members, ensuring transparency and seamless coordination.


The HR team requests leave-related documents for approval, but the employee is offline.
Solution:
Use the Attach option to add supporting documents (like medical certificates) during the leave application to avoid delays in the approval process.


A team member decides to cancel a leave request but faces network access.
Solution:
Use the Leave Cancel option to cancel the leave on their behalf, ensuring schedules and records are aligned.


The manager applies for leave on behalf of a team member but is listed as the reviewer, causing an issue.
Solution:
Assign a different reviewer while submitting the request to avoid conflicts, as managers cannot approve their own leave applications.

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