Leave and absence implementation
The EMS team is committed to supporting your school to ensure that you can get the most out of EMS360 software.
This checklist provides a step-by-step guide to successfully setting up and managing the Leave and absence module.
System administrator setup
(Requires system administrator access.)
Assign leave roles
Navigate to: Administration > Manage Staff
Assign Leave Approver – Staff responsible for initial approval.
Assign Leave Manager – Staff with full access and final approval authority.
Enable leave notifications (optional)
Go to: Setup > Site Configuration > Site Details
Absence – Enable organiser field– Allows staff to notify someone of their absence.
(Optional) Make notify organiser a required Field – Enforces organiser selection.
Configure approval process
Go to: Setup > Site Configuration > Site Details
Enable two-stage approval – Requires both initial and final approval.
Leave unticked for a single-stage approval (finalised by Leave Approvers).
Manage historic leave request (optional)
Go to: Setup > Site Configuration > Site Details
Enable historic leave requests" – Sends notifications for past-dated leave.
Leave manager setup
Define leave and absence categories
Navigate to: Setup > Leave and absence categories
Add category names and descriptions (e.g., Sick Leave, Personal Leave).
Use the Type button to differentiate between Leave and Absence.
Click Save after setup.
Setup Time in lieu (optional)
Navigate to: Setup > TILO categories
Add category names and descriptions (e.g., Overtime Compensation).
(Optional) Set recommended durations (staff can still request adjustments).
Click Save when complete.
Policy and procedures
Review or develop school leave policy
Outline:
Application process and timelines.
Roles (organisers, approvers, managers).
Differences between leave (planned) vs. absence (unplanned).
Include Time in Lieu (TILO) guidelines
Either within the policy or as a separate document.
Testing and training
Conduct a pilot test
Submit test leave/absence requests.
Have staff practice submissions, approvals, and notifications.
Test data can be deleted later.
Provide training
Train staff on:
Policy & procedures.
How to submit requests.
Whom to contact for approvals.
Reporting and continuous improvement
Review reports
Go to: Administration > Leave and Absence
Explore reporting tools to track trends and approvals.
Schedule regular reviews
Use EMS360 surveys to collect staff input.
Review processes regularly (e.g., termly, biannually) and refine as needed.