Reports
Human Resources
Leave Reports
Analyze leave usage, view department calendars, and generate leave summaries.
Leave Reports
Analyze leave usage, view department calendars, and generate leave summaries.
Quick Access
| Role | Navigation | Route |
|---|---|---|
| Manager | HR → Staff Leave Calendar | /hr/manager-leave-calendar |
| HOD | HR → Department Leave | /hr/hod-leave-calendar |
| HR Admin | HR → Leave Report | /hr/leave-report |
| HR Admin | HR → Leave Calendar | /hr/hr-leave-calendar |
Available Reports
| Report | Purpose | Access Level |
|---|---|---|
| Leave Report | Comprehensive leave analysis | HR Admin |
| Leave Calendar | Visual leave planning | All (role-based) |
| Team Leave Calendar | Manager's team view | Manager |
| Department Calendar | Department-wide view | HOD |
| Organization Calendar | Company-wide view | CEO, HR Admin |
Leave Report
Accessing the Report
- Go to HR → Leave Report (
/hr/leave-report) - Set filter criteria:
- Date range
- Department
- Leave type
- Employee
- Generate report
[Screenshot: leave-report]
Report Contents
| Column | Description |
|---|---|
| Employee | Staff name and ID |
| Leave Type | Type of leave taken |
| Days Entitled | Annual entitlement |
| Days Used | Days taken in period |
| Days Balance | Remaining entitlement |
| Carry Forward | Previous year balance |
| Leave Dates | Specific dates of leave |
Summary Metrics
Key metrics displayed:
- Total Leave Days - Organization-wide leave taken
- By Type - Breakdown by leave category
- By Department - Leave per department
- Usage Rate - Percentage of entitlement used
Filtering Options
| Filter | Description |
|---|---|
| Period | Month, Quarter, Year |
| Department | Specific departments |
| Leave Type | Annual, Sick, Emergency, etc. |
| Status | Approved, Pending, Rejected |
Leave Calendar
Calendar Views
Different calendar views for different roles:
| View | Route | Purpose |
|---|---|---|
| My Leave | Dashboard | Personal leave view |
| Team Leave | Manager calendar | Direct reports |
| Department | HOD calendar | Entire department |
| Organization | HR/CEO calendar | All employees |
Reading the Calendar
[Screenshot: leave-calendar]
Calendar display shows:
- Employee names on rows
- Dates on columns
- Leave types color-coded
- Public holidays marked
Calendar Features
| Feature | Description |
|---|---|
| Month Navigation | Move between months |
| Filter by Type | Show specific leave types |
| Filter by Department | Focus on specific teams |
| Export | Download calendar data |
Using Leave Reports
For Managers
Team Coverage Planning
- View team leave calendar
- Identify coverage gaps
- Plan for peak leave periods
Approving Leave
- Check calendar before approving
- Ensure minimum staffing
- Avoid overlapping leaves
For HR Administrators
Leave Analysis
- Run leave report
- Identify usage patterns
- Monitor balance utilization
Policy Compliance
- Check leave type usage
- Verify proper approvals
- Ensure policy adherence
For Department Heads
- Department Planning
- View department calendar
- Plan for busy periods
- Balance team availability
Leave Analysis Scenarios
Annual Leave Usage Review
- Go to Leave Report
- Filter: Current year, Annual Leave only
- View:
- Who has used most/least
- Balance remaining
- Trend over months
Sick Leave Patterns
- Go to Leave Report
- Filter: Sick Leave type
- Analyze:
- Frequency per employee
- Patterns (specific days)
- Department comparison
Year-End Balance Check
- Go to Leave Report
- Filter: Full year
- Review:
- Employees with high balances
- Carry-forward eligibility
- Forfeiture risks
Department Leave Summary
Accessing Department View
- Go to department leave calendar
- Select date range
- View team leave summary
Summary Information
| Metric | Description |
|---|---|
| Total Days Off | Sum of all leave in period |
| Average per Person | Mean leave per employee |
| Coverage Rate | Staff availability percentage |
| Peak Days | Days with most people off |
Exporting Leave Data
Export Options
- Generate report with filters
- Click Export
- Choose format:
- Excel - Full data
- PDF - Formatted report
- CSV - Raw data
Export Contents
Exported data includes:
- All visible columns
- Filter parameters
- Summary statistics
- Date range information
Public Holiday Integration
Leave calendars show:
- Organization-defined holidays
- Regional holidays (if configured)
- Holiday names and dates
Public holidays help with:
- Leave planning around holidays
- Accurate leave day calculations
- Coverage planning
Common Questions
Q: Why does the calendar show different data than my report?
- Calendar may show pending requests
- Report may show only approved leave
- Date filters may differ
- Check filter settings match
Q: How do I see leave history?
- Go to Leave Report
- Set date range to past period
- Filter by employee if needed
- Review historical data
Q: Can I see future approved leave?
Yes, filter the calendar or report to show future dates with approved leave.
Tips
- Check before approving - Always view calendar before approving new leave
- Plan ahead - Use reports to anticipate year-end leave rush
- Monitor patterns - Regular reports help identify potential issues
- Export for meetings - Download reports for management discussions