Leave application notification logic

Updated 5 months ago by Leigh Hutchens


Below, you can find a description of the logic applied to determine which managers to send the notification to when an employee sends in a leave application. The logic is also applied to the Manager tab in the mobile app, where the same logic determines which leave applications the manager will have access to in that page.

Note that we are not addressing the visibility logic (i.e., where a leave application is visible in the schedule view) in this article. Please read more about that logic here.

Why a new logic?

  • As current logic is built on access rights and role management in Classic, it's not compatible with Quinyx access rights and role management.
  • We have the opportunity to simplify the logic, as the old logic can come across as a bit complex.

High-level scope

  • Which managers should receive notification (push notifications through the mobile app, Qmail) when an employee sends in a leave application from the mobile app or the staff portal.
  • Which employees leave applications will end up in the Manager tab in the mobile app for the manager to approve.
We'll continue to support the feature that the employee can select which manager to send the leave application to. The managers presented in the list are ALL managers that have a direct role above the employee in the home unit tree.

High-level differences between the old logic and the new Quinyx logic

  • The manager selected under Manager in Account settings > Group management will not be notified with the new Quinyx logic. The same applies for managers selected under section, unit, and district.
  • The Manager groups feature that was part of the old notification logic (Classic) will not be part of the Quinyx Leave application notification logic.

Leave application notification logic

To receive a notification, a manager must fulfill the following criteria:

  • Have write access on absence permission (i.e., be able to approve/deny a leave application).
  • Have one direct manager role at least one level above the employee's highest role level in the employee's home unit tree.

When an employee sends a leave application, the new logic looks for a manager with a direct role who fulfills the above mentioned criteria AND who are closest above to the employee's highest role in the home unit tree.

In the example below, you'll see one of the more common scenarios, where there is a person with a direct employee role on the home unit. There is a manager on the employee's home unit, with role level 4 with absence permission. In this case, the notification will go to the manager on the employee's home unit as that manager is closest manager above the employee in the home unit tree.

For more examples, please see articles:

  • Basic scenarios: https://quinyx.helpdocs.io/l/en/article/7x7emn9ypt-examples
  • Shared employees scenarios: https://quinyx.helpdocs.io/l/en/article/7lf1i857d4-example-shared-employees
  • Advanced scenarios: https://quinyx.helpdocs.io/l/en/article/6t13m0lrii-advance-scenarios
Additional information
  • If the employee has a manager specified in Reports to (People > People details> Advanced details), that manager will receive all notifications and is excluded from the described logic.
  • A person (employee and/or manager) in Quinyx must have at least one direct role on the home unit (sections included), but it doesn't have to be an employee role.
  • If there are several managers with the same role on the same group, for example, three section managers, they will all receive the same notification.
  • In this logic we don't distinguish between roles within the same level, so if you have two roles on level 4 (with absence permission write), then all managers on that level will receive a notification.
  • Someone with highest role on highest group, typically an account owner/system administrator, must have defined a manager in Reports to (People > People details > Advanced details), as the logic simply doesn't work for them, as there is no one "above" them in the tree.
  • We consider levels not roles in this logic, meaning that if you have multiple roles on the same level, all the roles on the level will receive notifications (given that they all have write absence permissions and are closest above the employee in the home unit tree).

What if I want notifications to skip a level?

If you want notifications to skip one or multiple roles/levels, we suggest that you create a new role on the level just above the applying employee(s) and assign this new role to the managers that should receive the notifications. This way the notifications will be "intercepted" and sent to the right people. For example, let's say that you have assistant managers on level 3, and managers on level 2. You don't want assistant managers to receive leave application notifications from employees on level 4, instead you want them to go straight to managers.

  1. Create a new role (see Role management) with a suitable name like "Leave application notifications to managers".
  2. Set the new role to level 4, moving the "employee" role to level 5.
  3. Set the permissions for the new role. We suggest you give turn off all permissions for this role except absence, set that to "write" permissions (the pen).
  4. Assign this role to all managers that should receive leave application notifications when employees on level 5 apply for leave.

Good-to-know definitions

Home unit tree

The home unit tree is defined as all groups directly linked to the employee's home unit. It includes all sections below the home unit, the home unit, the district above the home unit, and the customer level.

All pink groups (sections, home unit, district, and customer) in the above example are part of the employee's home unit tree.
Manager role

All roles in Quinyx except the employee role is considered a manager.

Direct role

A direct role is when someone has a membership directly on the group (section, unit, district, or customer). Note that in the leave application notification logic, we only consider direct roles in the logic.

Inherited role

All roles in Quinyx are inherited down to all groups below the group where the employee/manager has a direct membership. For instance, if a manager has a direct role on a region, it means that (s)he will have an inherited role on all units and sections below the district.

Shared employees

Shared employees have the employee role in at least two sections and/or units within the same district in Quinyx.

Click here to watch a video notification logic for leave applications and shift bookings

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