Leave Requests and Approval
This guide covers how employees apply for leave and how supervisors approve or reject leave requests.
Applying for Leave
Employees can apply for leave through Leave > Leave Management.
How to Apply
-
Go to Leave > Leave Management
-
Select the leave period and leave type
-
Choose the leave duration:
| Option | Description |
|---|---|
| Full Day | Take complete day(s) off |
| Half Day | Take half a day off (morning or afternoon) |
| Partial Hours | Specify exact hours (e.g., 3 hours) |
-
Enter your reason for leave
-
Click Submit
Email Notifications
When you submit a leave request:
- You receive a confirmation email
- Your supervisor receives a notification to review the request
Leave Balance Calculation
The system automatically calculates leave based on your selections.
Example Calculation
1 Full Day + 0.5 Half Day + 3/8 Partial Hours = 1.875 days
Breakdown:
- 1 full day = 1.0 day
- Half day = 0.5 day
- 3 hours (of 8-hour workday) = 0.375 day
Total: 1.875 days deducted from leave balance
Supervisor Approval
Supervisors can view and manage their team's leave requests.
Accessing Subordinate Leave Requests
Go to Leave > Leave Management > Subordinate Leave tab
Approving or Rejecting Leave
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Review the leave request details
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Click Approve or Reject
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The employee receives an email notification of your decision
If the setting "Leave: Allow Indirect Admins to Approve" is enabled, indirect supervisors can also approve leave requests.
Canceling Leave Requests
Canceling Unapproved Leave
Employees can cancel their own leave requests if they haven't been approved yet:
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Go to Leave > Leave Management
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Find the pending request
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Click Cancel
Canceling Approved Leave
For already approved leave:
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Submit a cancellation request
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Your supervisor must approve the cancellation
-
Once approved, your leave entitlement is restored
Approved leave requires supervisor approval to cancel. Your leave balance is only restored after the cancellation is approved.
Admin Leave Management
Administrators can view and manage all employee leave requests.
Accessing All Leave Requests
Go to Manage > Leave > Employee Leave List
Features
| Feature | Description |
|---|---|
| View all requests | See leave requests from all employees |
| Filter by period | View historical leave data |
| Override decisions | Approve or reject any request |
| Export data | Download leave reports |
Leave Request Statuses
| Status | Description |
|---|---|
| Pending | Awaiting supervisor approval |
| Approved | Leave request approved |
| Rejected | Leave request denied |
| Cancelled | Request cancelled by employee |
| Cancellation Pending | Cancellation awaiting approval |
Workflow Summary
Employee submits leave request
↓
Supervisor receives notification
↓
Supervisor reviews request
↓
┌─────┴─────┐
↓ ↓
Approved Rejected
↓ ↓
Balance Employee
deducted notified
↓
Employee notified
Quick Reference
| Task | Location |
|---|---|
| Apply for leave | Leave > Leave Management |
| View my requests | Leave > Leave Management |
| Approve subordinate leave | Leave > Leave Management > Subordinate Leave |
| Cancel pending request | Leave > Leave Management (Cancel button) |
| Admin view all leave | Manage > Leave > Employee Leave List |