Leave

Last updated: 2026-03-29

Overview

The Leave module is your central hub for managing employee time off. It automatically tracks available leave balances, handles time-off requests, routes them to managers for approval, and provides a shared calendar so you always know who is out of the office.

When Do I Use This?

  • When you need to request vacation, sick leave, or any other type of time off.
  • When you are a manager and need to review and approve your team's leave requests.
  • When Human Resources needs to check an employee's remaining leave balance.
  • When you want to look at the department calendar to see who is scheduled to be away.

How To Use

Requesting Time Off

  1. Go to Leave from the main dashboard menu.
  2. Select Request to open the requests list.
  3. Click + New.
  4. Select your Balance (this links to your job and the type of leave you are taking, like "Annual Leave").
  5. Select the Unit (e.g., Full Day, Multiple Days, or Partial Day).
  6. Enter your Leave Start and Leave End dates and times. Note: The system will automatically calculate the total hours based on your regular work schedule.
  7. Add any details for your manager in the Note field.
  8. Click Save and then click Submit. Your manager will automatically receive a notification to review your request.

Approving or Rejecting Leave (For Managers)

When an employee submits a request, you will receive an email notification with a direct link to approve it.

  1. Open the leave request from your notifications or the Request report.
  2. Review the requested dates and the employee's Balance Available to ensure they have enough time off accrued.
  3. To approve, click Approve. The system will automatically deduct the hours from the employee's balance and notify them.
  4. If you need to cancel an already approved leave, click Reject / Revert. This will cancel the approval and add the hours back to the employee's balance.

Viewing the Leave Calendar

  1. Go to Leave from the main dashboard menu.
  2. Select Leave Calendar.
  3. You will see a calendar view of all leave requests. You can click on any event to see who is taking leave, their manager, and the exact times they will be away.

Field Descriptions

Leave Request Fields

Field Name Description
Balance The specific leave account you are drawing from (e.g., John Doe - Sick Leave).
Unit How the time is measured. Options usually include "Day" (standard working hours), "Days" (span of multiple dates), or "Partial Day" (a few hours).
Leave Start / End The exact dates and times your time off begins and ends.
Hours Automatically calculated based on your start/end times and your standard working hours.
Balance Available A snapshot of how many hours you currently have left in this specific leave bucket.
Approved A checkmark indicating whether management has finalized and authorized the time off.
Note Any comments, reasons, or coverage details for your time off.

Leave Balance Fields (For HR/Management)

Field Name Description
Job The specific employee and role this balance belongs to.
Leave Type The category of leave (e.g., Maternity, Bereavement, Annual Vacation).
Hours The total number of accrued hours currently available for the employee to use.
Anniversary Date The date used to calculate when an employee earns more leave or when balances reset.
Tip: Always check the calendar before submitting a request to ensure adequate team coverage. If you are requesting a partial day, make sure your "Unit" is set to "Partial Day" so the system accurately subtracts only the hours you are away, rather than a full work shift!
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