Leave Management

Leave Management provides a complete system for handling employee leave requests, compensatory offs, team calendars, leave balances, and reporting. This guide covers all features available from the admin/manager perspective.

All Leave Requests

Navigate to Leave Management > All Leave Requests to view and manage leave requests across the organization.

Viewing Requests

The leave request list displays:

• Employee name and code
• Leave type (e.g., Annual Leave, Sick Leave)
• Date range (from date to to date)
• Total days
• Status (Pending, Approved, Rejected, Cancelled)
• Supporting document (if uploaded)

Filtering and Search

• Employee Filter: Filter by a specific employee
• Leave Type Filter: Filter by leave type
• Date Filter: Filter by request date
• Status Filter: Filter by Pending, Approved, Rejected, or Cancelled
• Search: Search by employee name, code, or leave type

Creating Leave Requests (Admin)

Admins can create leave requests on behalf of employees:

1. Navigate to the leave requests page
2. Click Create or Add Leave Request
3. Select the employee
4. Choose the leave type
5. Select the from date and to date
6. Choose full day or half day (first half or second half)
7. Enter the reason for leave
8. Optionally fill in emergency contact details
9. Optionally indicate if the employee will be abroad and provide the location
10. Upload a supporting document if required
11. Submit the request

Compensatory Off Usage

When creating a leave request, you can use available compensatory off days to offset the leave balance. Select the comp-off option and choose which approved comp-offs to apply.

Approving / Rejecting Leave

To approve a leave request:

1. Click View Details on a pending request
2. Review the leave details, balance information, and recent leave history
3. Click Approve
4. Optionally add approval notes
5. Confirm

When approved:

• The employee's leave balance is automatically deducted
• Any linked compensatory offs are marked as used
• The employee receives a notification

To reject a leave request:

1. Click View Details on a pending request
2. Click Reject
3. Provide a reason for rejection (required)
4. Confirm

The employee receives a notification with the rejection reason.

Cancelling Leave

Pending or approved leave requests can be cancelled:

1. Click View Details on the request
2. Click Cancel
3. Provide a cancellation reason
4. Confirm

When a previously approved leave is cancelled, the employee's leave balance is restored, and any compensatory offs that were used are released back.

Cancellation Restrictions

Approved leave that has already started (the from date is in the past) cannot be cancelled.

Editing Leave Requests

Only pending leave requests can be edited:

1. Click Edit from the actions menu on a pending request
2. Modify the leave type, dates, reason, or other details
3. Save the changes

Leave Request Details

The detail view for each leave request includes:

Section	Information
Employee Info	Name, code, department, designation
Leave Details	Leave type, date range, total days, half-day info
Request Info	Reason, emergency contact, abroad status
Status	Current status, approval/rejection details with timestamps
Leave Balance	Entitled, used, and available days for the leave type
Recent History	The employee's last 5 leave requests

Compensatory Offs

Navigate to Leave Management > Compensatory Offs to manage compensatory off requests.

Compensatory offs (comp-offs) are earned when employees work on holidays, weekends, or beyond their regular hours. These earned days can later be used to offset leave requests.

Viewing Compensatory Offs

The list shows:

• Employee name
• Worked date
• Hours worked
• Comp-off days earned
• Expiry date
• Status (Pending, Approved, Rejected)
• Usage status (Available, Used, Expired)

Filtering

• Status Filter: Filter by Pending, Approved, or Rejected
• Employee Filter: Filter by specific employee
• Usage Status: Filter by Available, Used, or Expired
• Date Range: Filter by worked date range

Creating Compensatory Off Requests

1. Click Create or navigate to the create form
2. Enter the worked date (must be today or earlier)
3. Enter the hours worked
4. Enter the comp-off days to be earned
5. Provide a reason
6. Submit the request

Approving / Rejecting Compensatory Offs

To approve:

1. Click Approve from the actions menu on a pending request
2. Optionally add notes
3. Confirm

Once approved, the comp-off becomes available for the employee to use against future leave requests. An expiry date is automatically set.

To reject:

1. Click Reject from the actions menu
2. Provide a reason
3. Confirm

Statistics

The page displays overview statistics including:

• Total comp-off days earned
• Available (approved, not used, not expired)
• Used
• Expired
• Pending

A monthly breakdown chart shows comp-off days earned per month for the current year.

Team Calendar

Navigate to Leave Management > Team Calendar to view a visual calendar of team leaves.

The team calendar provides a visual overview of approved and pending leave across your team:

• Calendar View: Shows leave entries color-coded by leave type
• Team Members: Displays leave for your direct reports (or department colleagues)
• Leave Type Filters: Filter by specific leave types
• Status Indicators: Distinguishes between approved and pending leave
• Date Range: Shows leaves from the past month to 6 months ahead

This view helps managers plan workloads and avoid scheduling conflicts when multiple team members request overlapping leave.

Leave Types

Leave type configuration is covered in its own dedicated guide. See Leave Types for details on creating and managing leave type definitions, including days allowed, carry-forward rules, and other settings.

Balance Management

Navigate to Leave Management > Balance Management to manage employee leave balances.

Viewing Balances

The balance management page shows all employees with their leave balances for each active leave type. For each employee and leave type, you can see:

• Entitled leaves
• Carried forward leaves
• Additional leaves
• Used leaves
• Available leaves

Filtering

• Employee Filter: Find a specific employee
• Team Filter: Filter by team

Setting Initial Balances

To set the initial leave balance for an employee:

1. Click on an employee to view their balance details
2. Click Set Initial Balance
3. Select the leave type and year
4. Enter the entitled leaves count
5. Save

Adjusting Balances

To add or deduct leaves from an employee's balance:

1. Navigate to the employee's balance details
2. Click Adjust Balance
3. Select the leave type
4. Choose adjustment type: Add or Deduct
5. Enter the number of days (minimum 0.5)
6. Provide a reason for the adjustment
7. Save

All adjustments are logged with a full audit trail showing the previous balance, adjustment amount, new balance, reason, and who made the change.

Bulk Initial Balance

To set leave balances for multiple employees at once:

1. Click Bulk Set Initial Balance
2. Select the year and leave type
3. Enter the entitled days for each employee
4. Submit

This is useful at the start of a new leave year when you need to allocate balances for all employees.

Balance Summary

Use the balance summary view to see aggregated leave balance data across the organization, filterable by team or department.

Reports

Navigate to Leave Management > Reports to access leave analytics. The following reports are available:

Dashboard

Navigate to Reports > Dashboard.

The leave analytics dashboard provides a high-level overview with:

• Key Statistics: Total requests, pending count, approved count, rejected count
• Monthly Trend Chart: Leave requests by month for the current year
• Leave Type Distribution: Breakdown of leaves by type (pie/donut chart)
• Department Utilization: Leave usage across departments
• Status Distribution: Breakdown of request statuses

All charts and statistics support filtering by date range, department, leave type, and year.

Leave Balance Report

Navigate to Reports > Leave Balance.

View detailed leave balance data across the organization:

• Employee name, team, and designation
• Leave type
• Entitled, used, available, and carried-forward leaves
• Carry-forward expiry dates
• Filter for balances expiring soon

Export the balance report to Excel for offline analysis.

Leave History Report

Navigate to Reports > Leave History.

A detailed log of all leave requests with:

• Employee name
• Leave type
• Date range and total days
• Status
• Requested date
• Action by (who approved/rejected)

Filter by date range, department, employee, leave type, and status. Export to Excel.

Department Statistics

Navigate to Reports > Department Statistics.

Compare leave metrics across departments:

• Department name
• Total employees
• Total leaves taken
• Average leaves per employee
• Utilization rate

Includes a bar chart for visual comparison of departments.

Compliance Report

Navigate to Reports > Compliance.

Monitor leave policy compliance across the organization:

• Expiring Balances: Employees with carried-forward leave about to expire, with urgency indicators (Critical, High, Medium)
• Encashment Eligible: Employees eligible for leave encashment based on their available balance
• Policy Alerts: Employees with high unused balances who may need to be encouraged to take time off

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Next: Learn about Expense Types to configure expense categories, or continue to Expense Management to manage employee expense claims.