Managing leave attachments in Simployer One

Modified on Fri, 27 Jun at 12:47 PM

This guide explains how to use the Leave Attachments functionality in Simployer One. This feature allows employees to upload relevant documentation, such as doctor’s notes, when registering a leave request. It also supports better documentation handling for administrators and approvers.

The Leave Attachments feature enables employees to include supporting documents directly in their leave requests. This is particularly relevant for:

Sick leave requiring a doctor’s certificate.
Parental or caregiver leave requiring official documentation.
Any leave type where evidence of absence is needed for approval or compliance.

Configure attachments

Attachments are enables under the leave type policy in Time Off settings. Leave attachments are available to all leave type, apart from Self Certified Sick Leave.

Uploading Attachments When Registering Leave

When an employee registers a leave request:

Navigate to the Time Off module.
Select the relevant leave type (e.g., Sick Leave).
Choose the dates for the leave period.
In the leave registration dialogue, locate the Attachment field.
Upload the required file:
Accepted format is PDF.
Submit the leave request.

Note: The attachment is stored securely and becomes part of the leave record.

Visibility of Attachments

For Employees

After submission, employees can view the attached document under the details of the leave request.
The system confirms that the document has been uploaded successfully.

For Managers / Approvers

Approvers can open and review the attachment as part of the approval workflow.
This ensures decisions are made with access to proper documentation, particularly for sick leave verification.

Attachments in Sick Leave Reports

Simployer One includes reporting functionality that highlights when a leave record contains an attachment:

Sick Leave Reports will clearly indicate whether a document is attached.
This allows HR personnel and compliance officers to:

Track which absences are supported by documentation.
Identify missing certificates if required by law or policy.

5. Data Privacy and Compliance

All attachments are handled in accordance with data protection regulations:

Documents are accessible only to relevant roles (employee, manager, owner/HR).
Attachments are stored securely and linked exclusively to the relevant leave entry.