Flex - Authorising Flex or Leave Requests
The notes below are for use by managers who need to authorise Leave and Flex requests from the Flex system.
The Portal structure has to mirror the Authority’s Constitution (viewed via https://www.tameside.gov.uk/contactus) so managers who may be titled ‘Head of Service’ are seen as SUMs, and above, will have the Manager icon.
If you are not the Service Unit Manager (aka Head of Service) in the Portal structure then you will need to be given Delegate Rights by the SUM to be able to use the ‘Admin’ tab within the Flex system.
Once you have been given Delegate Rights, then you will also need to get the staff whom you manage to select you as their manager within Flex from the drop-down Managers List accessed by selecting the ‘Settings’ tab. They must be in the same Service Unit as yourself, but if they are not then they will need to amend their Contacts entry accordingly and that will update their Portal Service Unit.
Please note that just selecting you as their manager in the Contacts system will not change their Flex manager entry as only those people with Delegate Rights for the particular Service Unit are listed on the Flex Managers List, whereas you just need a Contacts entry to be selected in that system.
If you have not been authorised then you will get a message informing you of this, as shown below, when you click the ‘Admin’ tab.
If you have been given Delegate Rights then the ‘Admin’ tab will be active and you will see a list of outstanding Flex / Leave requests for the staff that have you selected as their manager within Flex, along with any outstanding requests from staff in the same Service Unit as yourself, as shown below.
To authorise a Flex or leave request, or any other request, e.g. TOIL, Leave Carryover, select the box in the ‘Tick’ column for the relevant person and then click on the ‘Auth’ tab at the bottom of the list and that will authorise the request. Please note that you may have to scroll down the screen a little, depending upon how many outstanding requests there are in your Service Unit that other managers have not yet actioned. The number of requests may also slow down the processing of your Authorisation action.
To reject a request, select the box in the ‘X’ (cross) column and click on the ‘Auth’ tab.
Once you have clicked on the ‘Auth’ tab, the requestee’s entry on their Flex will be amended to show the relevant action, i.e. show as either ‘Authorised’ or ‘Rejected’, and the entry will be removed from the Request List.
If a member of staff amends a Flex / Leave request for any reason, then you will receive a new alert and the request will need reauthorizing, as per the instructions above.
If you click on a person’s name in the ‘Alerts’ list in the Staff Portal then the above request list will be displayed but you will still need to carry out the instructions above to either authorise or reject the request.
If you have any queries about authorising requests in Flex then please log a Service Desk call, providing as much information as possible.