Leave
Everything under Workforce Management → Leave Management.
The module hangs together like this:
Leave Type → Leave Policy → Leave Balance → Leave Application
A type is a kind of leave. A policy says how much of it people get. A balance is how much one person has left. An application spends it.
Getting the first two right is what makes the second two correct without further effort.
Leave Types
Section titled “Leave Types”Leave Management → Leave Types
The kinds of leave your organization offers — Annual, Sick, Unpaid, Compassionate, Maternity.
Typical settings on a type:
| Setting | What it means |
|---|---|
| Name | What employees see when they apply. |
| Paid or unpaid | Whether the days are paid. This reaches payroll. |
| Days allowed | The default entitlement per year. |
| Requires approval | Whether it goes to somebody, or is taken automatically. |
| Requires attachment | Whether proof — a medical note, say — must be uploaded. |
Leave Policies
Section titled “Leave Policies”Leave Management → Leave Policies
A policy attaches entitlements to people. It is the bridge between “sick leave exists” and “this person has fourteen days of it”.
A policy typically sets, per leave type, how many days are granted, whether unused days carry over into the next year, and whether entitlement accrues monthly or is granted in full at the start of the year.
Policies are then assigned to employees — usually by department, grade or location, so that a policy change reaches everybody it should at once.
Leave Balances
Section titled “Leave Balances”Leave Management → Leave Balances
How much leave each person has, per type: the entitlement, how much has been taken, and how much is left.
This is the number employees care about, and the one they will query. It is derived — from the policy, from approved applications, and from carry-over — so when it looks wrong the cause is almost always upstream rather than here.
Sync History
Section titled “Sync History”Leave Management → Leave Balances → Sync History
A log of when balances were last recalculated against the policies.
Most people never need this screen. It earns its place when a balance looks wrong and you need to know whether a recalculation has actually run since the policy changed.
Leave Applications
Section titled “Leave Applications”Leave Management → Leave Applications
Every leave request: who, what type, which dates, how many days, and the status — pending, approved or rejected.
Employees see their own. Managers and HR see the requests they are responsible for, and it is from here that they are approved.
A request carries the dates, the type, a reason, and an attachment where the type requires one. Approving it deducts from the balance and marks the days as leave in attendance.
For the approval workflow end to end, see Approving Leave and Attendance.
Common questions
Section titled “Common questions”An employee says their balance is wrong. Work through the three checks in the note above, in order. The cause is usually an unapproved application or a policy that does not apply to them.
Can leave be approved for a date in the past? Generally yes — which is how you record leave somebody took before the system knew about it. Check the attendance for those days afterwards; it may need correcting too.
Somebody wants to cancel approved leave. Cancel or reject the application so the days return to the balance. Leaving it approved keeps the days spent.
Half days? Supported where the leave type allows it; the application asks for duration rather than assuming whole days.
Does approving leave clear the attendance absence? Approved leave should give those days an on leave status. If the approval came after the attendance record was made, the day may need a regularization.