Although vacation is a beautiful thing, many HR managers struggle to make vacation planning and organization in their company flawless and employee-friendly. Thus, an absence and vacation management program like the one offered on Papershift is essential in small and medium-sized as well as large companies.
Benefits of an absence and leave management tool
Any department that depends on careful vacation management is supported by vacation planning software. Calculated on each employee alone, the planning effort is simplified and the current status can be tracked at any time without document export. This is particularly practical for traveling employees or those who are working in the home office, as they cannot quickly discuss their vacation with the team. To ensure orderly absence management, access restrictions or authorizations are distributed. If a flat hierarchy is to be reflected in vacation planning, employees may be able to release their absences in the software themselves under justification. If a workflow via releases of higher instances is intended, this setting can be defined in the software.
- Benefits for team managers
- Benefits for employees
- Benefits for HR specialists
- Integration with popular business tools
- Using mobile apps
Benefits for team managers
The larger the company, the greater the administrative effort behind all the information. This is not always easy, as contractual frameworks can differ and therefore leave entitlement can vary from employee to employee. A leave management software knows all the relevant information for each employee and updates it automatically as needed. Thus, calculating remaining vacation or other issues for all employees is off the table with a few clicks.
Benefits for employees
By using HR software, administrative activities are optimized and partially automated. In the case of vacation planning, this means that vacation requests are made at the push of a button and sent directly to the supervisor. A clear calendar view supports the approval process so as not to risk employee bottlenecks. Information such as remaining leave and leave taken is automatically calculated and displayed to employees on request, so that no more questions remain unanswered.
Benefits for HR specialists
There are numerous administrative processes in human resources. The optimization and automation of these tasks is therefore a desirable goal in order to enable efficient work. With leave management software, applications go directly to the right supervisor, are recorded in the company calendar, and personal remaining leave is calculated automatically. This allows HR to focus on tasks such as applicant management, which can bring direct added value to companies.
Integration with popular business tools
The exchange between departments should therefore be as fluid and efficient as possible, taking data protection into account. If spreadsheet documents of vacation planning are passed around, these criteria can only be considered to some extent. So before vacation management is digitized, it is important to consider the extent to which it should integrate with time and attendance and resource planning systems. For small businesses with few instances, leave administration via free templates and tables may be sufficient.
Using mobile apps
The mobile vacation request simplifies the entire vacation management process. Leave requests can be submitted digitally with just one click – and even conveniently using a smartphone. The employee app takes care of the rest. Vacation entitlements are calculated automatically and checked for overlaps. Depending on company regulations, there are then two options:
- An automated release takes place immediately via e-mail
- A notification is sent to the supervisor in advance
As soon as a vacation request is approved – automatically or after approval by the supervisor – it is entered in the corresponding calendar of the employee. The entire process can thus be easily and conveniently mapped within the vacation management app: from the request for vacation days, through approval, to automatic posting in the online calendar. The entire administrative effort is accelerated and reduced to a minimum. And it also saves the HR department some nerves. Companies that make vacation planning more efficient with the help of software solutions can thus focus on more important activities.
Conclusion – Leave management software is worth introducing
By using smart leave management software, administrative tasks such as vacation management and absenteeism are effortlessly taken care of. At the same time, HR is given the opportunity to devote more time to important issues than before.