Help Center

The Leave Management page helps you manage employee leave requests, track leave balances, and view leave activity across your organization. The page is organized into five main tabs for different aspects of leave management.

Main Navigation Tabs

The Calendar & Blocked Days tab displays a visual calendar of all leave requests and lets you manage blocked days when leave cannot be taken. The Pending Requests tab shows all leave requests awaiting approval and displays the count of pending requests in a badge. The Request History tab provides a searchable history of all leave requests with filtering options. The Leave Balances tab shows current leave balances for all employees across different leave types. The Reports tab generates detailed leave reports for individual employees.

Employee Sidebar

The left sidebar displays all employees with their current leave balances. Use the search bar at the top to quickly find specific employees. Click on any employee card to view their detailed leave information in the Reports tab. The sidebar shows real-time leave balances for each employee across all leave types.

Getting Started Quickly

To create a leave request, click "Create Leave Request" in the Pending Requests tab. To approve or decline requests, navigate to the Pending Requests tab. To view leave on a calendar, switch to the Calendar & Blocked Days tab. To check employee balances, use the Leave Balances tab or click on an employee in the sidebar.

Starting a New Request

Navigate to the Pending Requests tab and click the "Create Leave Request" button in the top right. A modal window will open with the leave request form.

Filling Out the Form

Select the employee from the dropdown menu. Choose the leave type from options including Annual Leave, Sick Leave, Bereavement Leave, Parental Leave, Study Leave, Jury Duty, Military Service, Alternative Leave, or Special Leave. Select the start date and end date for the leave period. Enter a reason for the leave request in the text area.

Using the Mini Calendar

The create modal includes a mini calendar that shows the employee's work pattern and existing leave. This helps you see which days will be affected by the leave request. Days with existing leave appear highlighted. Non-working days are shown differently to help you plan the leave request accurately.

Submitting the Request

After filling out all required fields, click "Create" to submit the request. The request will appear in the Pending Requests tab with a "Pending" status. You can then approve or decline it from that tab. The leave will also appear on the calendar immediately.

Validation

The system validates that all required fields are filled, start date is not after end date, and the date range is valid. If validation fails, you'll see error messages indicating what needs to be corrected.

Viewing Pending Requests

Navigate to the Pending Requests tab to see all requests awaiting your decision. The tab badge shows the count of pending requests. Each request displays the employee name, leave type, date range, number of days, and the reason provided.

Approving Requests

Review the request details including dates, leave type, and reason. Click the green "Approve" button on the request card. A confirmation will appear, and the request moves to the History tab with "Approved" status. The leave deducts from the employee's balance and appears on the calendar.

Declining Requests

If a request cannot be approved, click the red "Decline" button. The request moves to the History tab with "Declined" status. No leave balance is deducted when a request is declined. The leave does not appear on the calendar.

Editing Pending Requests

Click on a pending request to open the edit modal. You can modify the dates, leave type, or reason before approving. Click "Update" to save changes or "Cancel" to discard them. The mini calendar helps you visualize the changes before saving.

Deleting Requests

Pending requests can be deleted if they were created by mistake. Look for the delete option when viewing the request details. Deleted requests are removed completely and don't appear in history.

Request Information

Each request shows the submission date, total number of days requested, whether it includes weekends or holidays, and any notes or special circumstances. Use this information to make informed approval decisions.

Calendar Overview

The Calendar & Blocked Days tab displays a monthly calendar showing all approved and pending leave requests. Each leave entry appears on the calendar with the employee name and leave type. Different leave types are color-coded for easy identification.

Navigating the Calendar

Use the "Previous" and "Next" buttons to move between months. The current month is displayed prominently at the top. Click on any day to see detailed leave information for that date. Use the month navigation to plan ahead or review past leave periods.

Filtering the Calendar

The calendar includes two filter dropdowns. The Employee filter shows leave for a specific employee only. The Leave Type filter displays only specific types of leave such as Annual, Sick, or Bereavement. Combine both filters to narrow your view further. Click "Clear Filters" to reset and show all leave.

Calendar Display

Each calendar day can show multiple leave entries if several employees are on leave. Approved leave appears in solid colors. Pending leave appears with different styling to distinguish it from approved leave. Hover over or click on leave entries to see more details.

Managing Blocked Days

Below the calendar, the Blocked Days Management section lets you specify dates when leave cannot be taken. Common uses include busy periods, mandatory all-hands events, or year-end closing. Blocked days appear on the calendar and prevent new leave requests on those dates.

Adding Blocked Days

Click "Add Blocked Day" in the Blocked Days section. Enter the date or date range to block. Add a reason explaining why these dates are blocked, such as "Annual Inventory" or "Peak Season". Click save to add the blocked day. The system will prevent employees from requesting leave on blocked days.

Managing Blocked Days

The blocked days list shows all current blocked periods with their reasons. Edit a blocked day by clicking on it to modify the dates or reason. Delete blocked days that are no longer needed by clicking the delete icon. Blocked days appear highlighted on the calendar to provide visual warning when viewing leave.

Accessing Request History

Navigate to the Request History tab to view all past leave requests regardless of their status. This includes approved, declined, and cancelled requests. The history provides a complete audit trail of all leave activity.

Search and Filter

Use the search bar to find requests by employee name. Filter by leave type to see only specific categories like Annual or Sick leave. Filter by status to show only Approved, Declined, or Cancelled requests. Combine filters to narrow down results, such as showing all approved annual leave for a specific employee.

Request Details

Each history entry shows the employee name and leave type, start and end dates with total days, current status with color coding, date the request was submitted, who approved or declined it, and the reason provided for the leave.

Status Indicators

Approved requests appear with green status badges. Declined requests show red status badges. Cancelled requests have gray status badges. Pending requests that haven't been processed yet show yellow badges.

Pagination

History is displayed in pages to improve performance with large datasets. Use the pagination controls at the bottom to navigate through pages. The system remembers your page position when you return to the tab. You can adjust how many items appear per page in the pagination settings.

Viewing Old Requests

Click on any request in the history to view its complete details. See the full timeline of when it was created, approved or declined, and by whom. Review the original reason and any notes that were added. Export history data for record-keeping or reporting purposes.

Viewing Leave Balances

Navigate to the Leave Balances tab to see a comprehensive view of all employees' current leave balances. Each row shows an employee with their available days for each leave type. The sidebar also displays leave balances for quick reference.

Leave Types Tracked

The system tracks multiple leave types including Annual Leave for vacation time, Sick Leave for illness, Bereavement Leave for family loss, Parental Leave for new parents, Study Leave for educational pursuits, Jury Duty for legal obligations, Military Service for service members, Alternative Leave for statutory holidays worked, and Special Leave for other circumstances.

Balance Display

Each leave type shows the current available days. Positive numbers indicate available leave. Zero indicates no remaining balance. The balances update automatically when leave is approved or denied. Sidebar cards show summarized balances for quick viewing.

How Balances Work

When a leave request is approved, the corresponding days are deducted from the employee's balance. Declined or cancelled requests do not affect balances. Annual leave typically accrues over time based on employment contracts. Other leave types may have fixed allocations or unlimited allowances depending on company policy.

Balance Adjustments

Administrators can manually adjust leave balances when needed. This might be necessary for corrections, special allowances, or carry-over from previous periods. Adjustments appear in the audit trail for transparency. Always document the reason for manual balance changes.

Empty Balances

If an employee has zero or negative balance, you can still create leave requests for them. The system will show a warning when approving requests that exceed available balance. Use judgment based on company policy for handling negative balances.

Accessing Individual Reports

Click on any employee card in the left sidebar to view their detailed leave report. Alternatively, navigate to the Reports tab and select an employee. The report displays comprehensive information about that employee's leave activity and balances.

Report Sections

Employee reports are divided into several sections. Employee Information shows basic details and employment status. Work Pattern displays their regular working days to help calculate leave impact. Recurring Leaves shows any repeating leave patterns like regular medical appointments. Leave Balances displays current available days across all leave types. Leave Activity shows actual leave taken within a date range.

Date Range Selection

At the top of the report, select a date range to analyze leave activity. Choose a start date and end date using the date pickers. Click "Refresh" to update the report with the new date range. The system will show all leave requests within that period including approved, declined, and cancelled requests.

Understanding Work Patterns

The Work Pattern section helps you understand which days the employee normally works. This is important for calculating how many working days are affected by leave. For example, if an employee only works Monday to Wednesday, a week-long leave request only affects 3 working days, not 5.

Recurring Leaves

Some employees may have recurring leave patterns, such as every Friday afternoon for medical treatment. The Recurring Leaves section displays these patterns. Recurring leaves are automatically accounted for in balance calculations. Modify recurring patterns as employee circumstances change.

Exporting Reports

Employee reports can be exported for record-keeping or sharing with payroll. Use the export options to download the data in your preferred format. Exported reports include all sections with current data as of the export date.

Creating Company Reports

Click the "Generate Leave Report" button at the top of the employee sidebar to create a company-wide leave report. This provides an overview of leave activity across your entire organization for a specified period.

Setting Report Parameters

A modal will appear asking for report parameters. Select the start date for the report period. Select the end date for the report period. Click "Generate Report" to create the report. The system will compile data from all employees for the selected date range.

Report Contents

Company reports typically include total leave days taken by type across the organization, breakdown by department or position if applicable, comparison with previous periods, employees currently on leave, upcoming scheduled leave, and leave balance summary across all employees.

Using Company Reports

Company reports are useful for workforce planning to see staffing levels, budgeting to understand leave costs, compliance tracking for statutory leave requirements, and identifying trends in leave usage across teams or time periods.

Report Formats

Company reports can typically be viewed on screen or exported to various formats. Choose the format that best suits your needs for sharing with management, HR, or payroll departments. Reports include generation date and parameters for reference.

Scheduling Reports

Consider generating regular company reports monthly or quarterly to track leave trends over time. Compare reports from different periods to identify seasonal patterns. Use historical reports for planning and forecasting future leave requirements.

Annual Leave

Annual leave is paid vacation time that employees accrue based on their employment contract. It's typically used for holidays, personal time, or rest. Annual leave usually accrues over time and may have restrictions on when it can be taken, such as requiring minimum notice periods or blackout dates during busy seasons.

Sick Leave

Sick leave is for when employees are unable to work due to illness or injury. Many jurisdictions require employers to provide paid sick leave. Sick leave may require medical certificates for extended absences. Some companies have unlimited sick leave policies, while others provide a fixed number of days per year.

Bereavement Leave

Bereavement leave provides time off following the death of a family member. The number of days typically varies based on the relationship to the deceased. Immediate family often receives more days than extended family. This leave is usually paid and may require documentation such as a death certificate or funeral notice.

Parental Leave

Parental leave is for new parents following the birth or adoption of a child. This includes maternity, paternity, and adoption leave. The duration and pay vary by jurisdiction and company policy. Many regions have statutory minimums that must be provided. Parental leave often requires advance notice and may have specific timing requirements.

Study Leave

Study leave supports employees pursuing education or professional development. This might be for exams, coursework, or training programs. Study leave may be paid or unpaid depending on company policy. It's often granted for studies related to the employee's current role or career development within the company.

Jury Duty and Military Service

Jury Duty and Military Service are statutory obligations that employees must fulfill. Employers are typically required to provide leave for these purposes. Jury duty leave is granted when employees are summoned to serve on a jury. Military service leave is for reservists called to active duty or required training. These leave types are usually paid, though payment terms vary by jurisdiction.

Alternative Leave

Alternative leave is granted in lieu of working a public holiday. When employees work on a statutory holiday, they may be entitled to take an alternative day off. This leave type tracks those alternative days. Alternative leave must typically be used within a certain timeframe as specified by employment law or company policy.

Special Leave

Special leave is a catch-all category for circumstances not covered by other leave types. This might include emergency situations, personal matters, or company-specific provisions. Special leave may be paid or unpaid depending on the circumstances and company policy. It often requires manager approval and may need justification or documentation.

Processing Requests Promptly

Review and process leave requests as quickly as possible to give employees certainty for their planning. Set a target response time, such as within 2-3 business days. Check the Pending Requests tab regularly to avoid backlog. Prompt processing improves employee satisfaction and helps with workforce planning.

Communication

When declining a leave request, provide a clear reason to the employee. If approving requests that create coverage issues, coordinate with the team. Consider setting up notifications for new requests so you can respond quickly. Keep employees informed about blocked days or blackout periods well in advance.

Planning Ahead

Use the calendar view to identify potential coverage gaps when multiple employees request leave for the same period. Set up blocked days for known busy periods at the start of the year. Encourage employees to submit leave requests with adequate notice, especially for extended periods. Review the company leave report regularly to spot trends and plan accordingly.

Balancing Needs

Balance business needs with employee wellbeing when reviewing requests. Consider fairness when multiple employees want the same popular dates. Use the calendar filters to ensure equitable distribution of approved leave across teams. Document your decision-making criteria for consistency.

Record Keeping

The system maintains a complete audit trail, but you should also regularly export reports for backup. Keep documentation for declined requests and the reasons. Monitor leave balances to identify potential issues before they arise. Use historical data to improve leave policies and planning.

Compliance

Ensure your leave approvals comply with employment law and company policy. Some leave types like bereavement or sick leave may have mandatory approval requirements. Be consistent in how you apply leave policies across all employees. Document any exceptions or special circumstances clearly.

Regular Reviews

Review leave patterns monthly or quarterly to identify trends. Check that balances are being used appropriately throughout the year. Identify employees who haven't taken leave and encourage them to use their entitlements. Adjust blocked days or policies based on observed patterns and business needs.