Leave Management

Where employees request time off and track their balances, and where managers and HR review, approve, and manage leave for the whole organization.

Overview

Leave Management covers everything to do with time off: applying for leave, seeing how many days are available right now versus for the year, asking for extra days when the usual monthly allowance runs out, and claiming compensatory time off for days worked outside the normal schedule.

HR and managers get review queues to approve or reject requests, a monthly “unlocking” tool that releases each employee's leave allowance gradually, and a full history of every change made to anyone's balance.

Who uses it

HR Admins: Approve or reject any leave request, record leave on an employee's behalf, review requests for extra days, unlock each employee's monthly leave allowance, configure compensatory off, and see organization-wide reports and audit history.
Managers: See organization-wide leave data, approve or reject requests from their team, view the leave overview and balances reports — but cannot themselves “unlock” more leave into anyone's balance.
Employees: Apply for leave, view their own balances and request history, ask HR for extra days when they run out, and claim compensatory time off for days they worked outside their schedule.

What you can do here

Apply for leave: choose a leave type, pick start and end dates (with an option to mark a half day at the start or end), attach a supporting document, write a reason, and see a live preview of how many days it will use and whether it's paid or unpaid before submitting.
See your balances: yearly entitlement, days unlocked so far this month, any extra days approved, days used, days pending, and what's actually available to book right now.
Ask HR to unlock more days (“Request additional leave”) once the month's unlocked allowance runs out — this opens automatically if a leave request is refused for insufficient balance.
Track, and cancel, your own pending leave requests, and clear old ones from your list.
Compensatory off (“comp off”): claim a day (or half day) back for a day you worked that you weren't scheduled for (a week off, a public holiday, or overtime).
My leave forms: a monthly summary (generated automatically each month) of unlocked, carried-over, used, and pending days, downloadable as a PDF matching the copy that gets emailed.

HR & Managers

Review requests: approve or reject employee leave, decide whether approved days are paid or unpaid, and leave a note or rejection reason.
(HR) Record leave manually on behalf of an employee (for example, a phoned-in absence).
(HR) Review “additional leave” requests: decide exactly how many extra days to release and whether they're paid or unpaid.
(HR/Owner) Monthly leave unlocking: release each employee's leave allowance for a chosen month and leave type, starting from the company's default policy amount, adjustable per individual before saving.
Leave overview: every employee's position for one month across every leave type, with an “unlock more” shortcut, plus a complete, permanent history of every unlock, approval, and rejection ever made.
Leave balances report: every active employee's used/allotted/remaining days per leave type for the year, filterable by department or designation.
Monthly leave sheet: a calendar-style grid showing which leave type (or week off/holiday) each employee took on each day of the month.
(HR) Credit comp off directly for days the system didn't capture, and approve or decline pending comp-off claims.

Step-by-step: Applying for leave

1From Leave, click Apply for leave.
2Choose the leave type — its description and whether it's paid or unpaid appear automatically (some types let you choose).
3Pick start and end dates, marking a half day at the start or end if the leave type allows it.
4Write a reason (required for some leave types) and attach a document if needed.
5Check the live preview showing how many working days this will use and whether enough days are unlocked for the month.
6Submit. The request goes to your manager (or HR, if no manager is set) for approval. If there aren't enough unlocked days, you're guided straight into “Request additional leave” instead of being refused outright.
7Watch the status change to Approved or Rejected on the same page; withdraw it yourself any time while it's still pending.

How it connects to other modules

Attendance: approved leave shows as “On leave” on the attendance calendar and monthly sheet and is never counted as an absence.
Holidays: public holidays don't count as working days, so a leave request spanning a holiday doesn't use up a day of leave for it; working on a public holiday can also earn compensatory off.
Salary & Payroll: whether approved leave is Paid or Unpaid directly changes the employee's payslip. Any leftover paid leave at year-end is either paid out or carried into the next year, depending on company policy.
Organizational Chart: who reviews a request follows the employee's assigned manager (or a temporary delegate covering for that manager); if neither exists, it goes to HR, then finally to the organization's Owner.
Settings & Administration > Leave policies & Leave types: entitlements, monthly quotas, carry-over rules, and compensatory-off settings are configured there, with a direct shortcut from this page for HR and the Owner.

Good to know

A “yearly entitlement” is the annual cap, but only the amount HR has “unlocked” for the current month is actually usable — running out of that monthly amount blocks new requests, even with plenty of yearly entitlement left.
Compensatory off is earned, not unlocked by HR — it only grows when an employee claims a day they actually worked outside their roster (or HR grants it directly).
Comp-off credits can be set to expire after a certain number of days, or never expire, depending on company settings; credits close to expiry are flagged before they lapse.
Unused monthly leave typically expires at the end of the month rather than rolling forward, unless carry-over is switched on for that leave type.
At year-end, unused paid leave is either compensated (paid out) or carried into the next year based on a company-wide policy; unpaid leave types are never carried forward or compensated.
Every balance change is permanently recorded — who did it, when, and why — nothing is ever silently overwritten.