Managing Employees

To start managing leave for your team, you’ll need to add employees to Simple Leave. Each employee must be created in the system before they can request time off or be assigned leave entitlements.

Employees can be in one of the following states:

• Active: The user is able to login, make leave requests, approve requests (if a manager) etc. Active users count towards your overall user count.
• Inactive: The user is disabled from performing any activities on the site but remains in the system. This is useful for reporting purposes. An inactive user does not count towards your overall user count.
• Deleted: All information about the user is permanantly removed from the system.

note

Leave Allocations for users are managed separately from the employees page - for further information see the Managing Allocations help page..

Permission Levels

There are 3 different permission levels a user can have:

User Type	View Public Calendar	Approve Leave Requests	Reporting	Manage Employees	Manage Policies	Manage Allocations	Manage Cycles
Standard	✔️ Can view calendar	❌ Not allowed	❌	❌	❌	❌	❌
Manager	✔️ Can view calendar	✔️ Only their managees	✔️ Only their managees	❌	❌	❌	❌
Admin	✔️ Can view calendar	✔️ All employees	✔️ All employees	✔️ All employees	✔️	✔️	✔️

Adding Employees

When adding a new employee, you’ll be asked to provide the following:

Required Information

• First Name and Last Name: These are mandatory fields used across the system for identification.
• Manager: Every employee must be assigned to a manager. This helps with routing approval requests and structuring your organisation.

note

If a manager is deleted from the system you will need to edit each employee and re-assign a new manager.

Optional but Recommended

• Email Address: While not required, adding an email address is strongly recommended:
  • Allows the employee to log in and request leave.
  • Enables email notifications for approvals, rejections, and updates.

If no email is provided, a manager or site admin can submit requests on their behalf.

• Start Date: Also optional, but highly recommended. Setting a start date helps Simple Leave:
  • Pro-rate entitlements for employees joining mid-cycle.
  • Accurately reflect their employment history in reports.

Making Employees Inactive

We recommend that you set employees to an inactive state until you are certain that you no longer need their information for reporting and compliance purposes.

Inactive employees do not count towards your employee count.

To make an employee inactive:

1. Navigate to the Employees page.
2. Click on the Edit Employee button.
3. Enter their end date in the Leave Date field.
4. Click on the Save Updates button.

Once that date has been reached the employee will become inactive.

note

The end date can be used to calculate a final entitlement amount for your employee. This can be done from the Allocations page.

If you wish to reverse the action of making an employee inactive:

1. Navigate to the Employees page.
2. Click on the Edit Employee button.
3. Clear the data in the Leave Date field.
4. Click on the Save Updates button.

Deleting Employees

Once you delete an employee all of their data will be removed from the system. To Delete an employee:

1. Navigate to the Employees page.
2. Click on the Edit Employee button.
3. Click on the Delete Employee button.
4. Confirm the action.