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Special leave

Workforce Support Team

Workforce Support Team

SOP-DE-Workforce Support-Special leave: Process of the other types of leaves for blue-collar employees

Number of Reviews:

Approvers: Ester Atweh

Date of Review: 26.06.25

Introduction

This procedure outlines the process for handling special leave requests for Blue-collar employees. These leaves are in addition to the standard vacation balance and are granted for specific life events. This applies only to employees in the following roles:

  • Rider

  • Ops Associate

  • Picker

  • Ops Associate Plus

  • Inventory Associate

Guidelines and Policies

  • Special leave requests must be submitted via Zendesk.

  • Workforce Support processes leave for marriage, birth of a child (non-birthing parent), and bereavement.

  • People Operations (Expansions) handles maternity/Paternity leave requests.

  • Employees are entitled to one special leave day per type and per year.

  • Leave requests must include the exact date.

  • Special leave processed by Workforce Support is always for one day.

  • Hub managers must be informed of approved special leave.

  • If approval is received via an escalation ticket, no additional notification for the Hub manager is needed.

  • If the Hub manager is unaware of special leave, inform them using Slack workflow with the macro: [SPECIAL LEAVE] Employee Approval + inform the HM.Example 1: If the Hub manager informs about special leave via the escalation ticket form, there is no need to inform them further. Example 2: in case the Hub manager does not know about the approved special leave, they must be informed in order to ensure that Hub is staffed and they are able to find a replacement. In such cases, create a side-conversation with Hub manager using Slack workflow using macro “[SPECIAL LEAVE] Employee Approval + inform HM”.

  • Proof is required (e.g., death certificate, marriage appointment confirmation, birth certificate).

Tools that are used in the process

Types of other leaves processed by Workforce Support

  • Marriage: 1 paid day off

  • Birth of a Child (Non-Birthing Parent): 1 paid day off

  • Bereavement (Loss of Close Relative): 1 paid day off

Types of other leaves processed by People Operations:

  • Maternity/Paternity Leave: when requested with People Operations

  • Jury Duty: Depends on the number of days required by the jury; an official document is required for submission to People Ops.

Types of other leaves not offered by Flink for Blue-collar employees

  • Educational Leave

  • Relocation

Flowchart

How to process special leave in Quinyx

Introduction

Blue-collar employees can request a special leave for child birth of, bereavement, or marriage once a year. Workforce Support processes the absence only when an exact date is provided and a document confirming special leave.

Step-by-step process

  1. The employee creates a request for special leave using the Workforce One application.

  2. Workforce support specialist reviews requests.

  3. Depending on the request and provided information, we will deny or approve the request.

  4. If an employee does not provide proof (death certificate, wedding appointment confirmation, birth certificate), the Workforce Support team will deny the request.

  5. If an employee provides the information and it matches, the Workforce Support specialist will approve the request.

  6. In case of approval, the absence will be added as “Special leave in Quinyx with an internal note” > Workforce support specialist will add the absence date in HR-Tracker Payroll DE, tab “Missing Absences”. > add absence date > column D select “vacation” > in column I select “Special leave (bereavement/marriage/birth of the child).

  7. Inform the employee via a ticket that special leave was approved or denied.

  8. Do not forget to notify the Hub manager that special leave was approved.

  9. Finally, the ticket will be closed. Note: add internal notes when closing the ticket.

How to update Quinyx

  1. Open Quinyx.

  2. Find the employee’s home unit and the employee’s schedule

  3. Add a new absence for a specific date.

  4. From the “Absence type” dropdown, choose “Special leave”

  5. If there is a scheduled shift, select “Unassign”.

  6. Click Save

Macros

Macros to be used in Zendesk:

  • “[SPECIAL LEAVE] Approval + inform HM” - approval of special leave and inform the Hub manager via a side conversation about absence.

  • [SPECIAL LEAVE] Rejection - rejection macro.

ZenDesk contact reasons

  • Operations > Special leave > Notification

  • Operations > Special leave > Rejected

  • Operations > Special leave > General question
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