Deutsche Version

Back to overview

LeaveFlow: Employee guide

This guide explains the self-service area. You reach it through Requests (/my/leave-requests), the dashboard and your profile (/profile).

If you have no employee profile, the dashboard shows "No employee profile is linked to your account. Please contact your administrator." Your administrator links your user account to an employee record.

Signing in and password

You sign in with email address and password, depending on the setup also with "Sign in with Google" or "Sign in with Microsoft". "Remember me" keeps the session for 7 days. After 5 failed attempts within 15 minutes LeaveFlow temporarily blocks further attempts.

With "Forgot your password?" you request a reset link, valid for one hour. The new password needs at least 10 characters and must not appear in known data breaches.

Dashboard

"Planned" are the hours of pending requests, reserved but not yet booked. "Effectively available" already takes them into account.

Submitting a leave request

1. Under Requests click Submit new request.
2. Choose the leave type under "Absence type".
3. Enter "From" and "To".
4. Under "Type" choose Full days, Half day (morning) or Half day (afternoon).
5. The preview shows working days and hours and warns about conflicts.
6. Click Submit request.

The preview calculates the hours from your work schedule and leaves out weekends, holidays and days off. It also shows when colleagues of your team are already absent in the period.

Rules

• Requests must not be backdated, the start date must be today or later.
• Half days only work for single-day requests. For mixed cases you submit several requests.
• If the period overlaps a blackout period, the request is not possible.
• If the absence type deducts from the leave balance, the balance must cover the year. If there is no leave entitlement for the year, LeaveFlow reports "No leave entitlement exists for yet."
• During probation only pro-rata earned leave hours are available.
• Absence types without approval (for example illness, if the admin set it up that way) are "Recorded" immediately.

Leave balance

There are two types: Vacation (regular, valid for the whole year) and Carryover (carried over from the previous year with an expiry date, usually 31 March). When booking, the balance that expires earlier is used first, that is the carryover. Expired carryover no longer counts toward the balance. If your balance looks wrong, contact the admin, only they can change leave balances. When your carryover expires within the next 30 days, you receive a notification.

Requests, statuses and cancellation

The list under Requests shows your requests, filterable by year.

The detail view contains the decision history with time, person and reason.

• Cancel request: pending and recorded requests you withdraw yourself, without a decision by the manager.
• Request cancellation: for an approved request whose start is in the future. The team lead decides. If the leave has already started, ask the admin for help.

Team calendar

The team calendar (/team/calendar) shows approved and recorded absences of your team, your own team by default. You can filter by team and absence type. Holidays and blackout periods are shown.

Subscribing to your calendar (iCal)

Under My profile in the block "Subscribe to my calendar" you find two addresses:

Add the address as a subscription in your calendar app. The feed reaches 3 months back and 12 months ahead. Anyone who knows the address can read the feed. With Reset token now the old address becomes invalid and you have to enter the new one.

Profile and language

In the profile you see email, role, employee number, location, weekly hours, working days and joined date. Under "Language" you set the display language: "Browser default", "Deutsch" or "English".

Two-factor authentication

LeaveFlow supports TOTP apps such as Google Authenticator, Authy, 1Password or Microsoft Authenticator.

1. In the profile click Set up 2FA now.
2. Scan the QR code, or enter the displayed key by hand.
3. Enter the 6-digit code from the app and confirm.
4. Save the 10 backup codes. They are shown only once, each code works once.

When signing in you then enter the 6-digit code or a backup code. You create new backup codes in the profile under "Regenerate backup codes", and you turn 2FA off there with "Disable 2FA", both with a current code from the app. Without the app and without backup codes your admin resets 2FA.

If the company requires 2FA, you see a note until the deadline. After that LeaveFlow redirects you to the setup until it is completed.

Notifications

Notifications appear in the inbox behind the bell icon (/my/notifications), which refreshes every 30 seconds. In the inbox you mark entries as read and delete them. You also receive emails, which you switch off per event under Settings (/my/notifications/preferences). The in-app notification always stays active.

Managers and admins see additional events for their duties in the settings.