Leave Management

Apply for leave, track your entitlements, and manage leave balances.

Quick Access

For Employees

Viewing Leave Balances

1. Go to HR → My Leaves (/hr/leave-dashboard)
2. View your leave balance cards showing:
   • Entitled days per leave type
   • Days used
   • Days remaining
   • Carry-forward balance (if applicable)

[Screenshot: leave-balance-cards]

Understanding Leave Entitlements

Leave may be pro-rated if you joined mid-year.

Applying for Leave

1. Go to HR → My Leaves
2. Click + Apply Leave (or New Leave Request)
3. Complete the form:
   • Leave Type - Select from available types
   • Start Date - First day of leave
   • End Date - Last day of leave
   • Reason - Brief description (required for some types)
4. Review the number of days being requested
5. Click Submit

[Screenshot: leave-application-form]

Leave Types

Common leave types (varies by organization):

Tracking Leave Status

Your leave requests show status:

Cancelling a Leave Request

To cancel pending or approved leave:

1. Go to My Leaves
2. Find the leave request
3. Click Cancel (if available)
4. Provide cancellation reason
5. Submit

Approved leave cancellation may require manager approval.

For Managers/HOD

Viewing Team Leave Calendar

1. Go to HR → Staff Leave Calendar (or HOD Leave Calendar)
2. View calendar showing:
   • Team members' leave
   • Leave requests pending approval
   • Team availability overview

[Screenshot: team-leave-calendar]

Approving Leave Requests

1. Navigate to leave approval area (or click notification)
2. Review the request:
   • Employee name
   • Leave type and dates
   • Days requested
   • Employee's remaining balance
   • Team coverage impact
3. Click Approve or Reject
4. Add comments if rejecting

[Screenshot: leave-approval]

Managing Team Coverage

Before approving:

• Check team calendar for conflicts
• Ensure minimum staffing
• Consider project deadlines
• Review employee's leave balance

For HR Admin

Managing Leave Types

1. Go to HR → Leave Types (/hr/leave-types)
2. View and manage leave type settings:
   • Type name and description
   • Paid/unpaid status
   • Entitlement days
   • Carry-forward rules
   • Approval requirements

[Screenshot: leave-types-config]

Configuring Leave Packages

Leave packages bundle entitlements for different employee groups:

1. Go to HR → Leave Packages (/hr/leave-packages)
2. Create packages for:
   • New employees
   • Senior staff
   • Management
   • Part-time workers

Managing Public Holidays

1. Go to HR → Public Holidays (/hr/public-holidays)
2. Add organization-wide holidays:
   • Holiday name
   • Date
   • Recurring (annual) setting

[Screenshot: public-holidays]

Blocked-Off Days

If enabled (HR_BLOCK_OFF_DAY feature):

• Define periods where leave cannot be taken
• Common for busy seasons or mandatory work periods

Leave Reports

Leave Calculation

Pro-rated Entitlements

New employees receive pro-rated leave:

• Based on join date
• Calculated from start date to year end
• Formula: (Annual Entitlement × Remaining Months) ÷ 12

Carry Forward

Unused leave may carry forward:

• Subject to organization policy
• May have maximum cap
• May expire after certain period

Leave Deductions

Leave requests deduct from balance:

• Weekends may or may not be counted
• Public holidays don't count as leave
• Half-day leave deducts 0.5 days

Common Tasks

Check If Dates Are Available

1. View the leave calendar
2. Check for:
   • Blocked-off periods
   • Team coverage requirements
   • Your remaining balance

Apply for Half-Day Leave

If supported:

1. Start the leave application
2. Select half-day option
3. Choose AM or PM
4. Submit request

View Leave History

1. Go to My Leaves
2. Look for History or Past Leave section
3. Filter by year if needed

Tips

1. Apply early - Submit leave requests well in advance for better approval chances
2. Check team calendar - Avoid dates when many team members are already on leave
3. Know your balance - Monitor remaining days to plan your leave throughout the year

See Also

• Time Off Requests
• Leave Reports
• Leave Configuration