Leave Management

This chapter covers the Leave Management module for handling employee leave requests, approvals, and tracking.

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Overview

The Leave Management system allows employees to request leave and managers to approve or reject those requests. It tracks leave balances, types, and maintains a complete leave history for each employee.

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Leave Types

Default Leave Categories

The system typically includes these leave types:

Annual Leave - Regular vacation time

Sick Leave - Medical-related absence

Personal Leave - Personal matters

Maternity Leave - Pregnancy-related leave

Paternity Leave - New father leave

Unpaid Leave - Leave without pay

Work From Home - Remote work arrangements

Configuring Leave Types

Administrators can add or modify leave types:

Go to Settings → HR Settings → Leave Types

Click Add New Leave Type

Enter:

- Leave name - Short code (e.g., "AL" for Annual Leave) - Number of days allowed per year - Whether it's paid or unpaid - Carry-over settings (can unused days roll over?)

Save the leave type

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Employee Leave Entitlements

Setting Leave Quotas

Navigate to Human Resources → Employees

• Select an employee

Go to the Leave Entitlement tab

For each leave type, specify:

- Days entitled per year - Days carried over from previous year - Total available days

Bulk Update Entitlements

To set entitlements for multiple employees:

Go to Leave Management → Bulk Entitlement

• Select employees or a department

• Set leave quotas for each leave type

Apply to all selected employees

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Requesting Leave

For Employees

• Log in to the system

Navigate to Leave Request (from dashboard or menu)

Click New Leave Request

Fill in:

- Leave type - Start date - End date - Reason for leave - Attach documents (if needed, like medical certificate)

Submit the request

Checking Leave Balance

Before requesting leave, employees can view their balance:

Go to My Leave Balance

• See available days for each leave type

View pending and approved leave

Viewing Request Status

Go to My Leave Requests

See all submitted requests with status:

- Pending - Awaiting approval - Approved - Leave granted - Rejected - Leave denied - Cancelled - Request withdrawn

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Approving Leave Requests

For Managers/Administrators

Navigate to Leave Management → Leave Requests

• View all pending requests

Filter by:

- Department - Leave type - Date range - Status

Approving or Rejecting

• Click on a leave request to view details

Review:

- Employee information - Leave dates and duration - Leave balance - Attached documents

Choose Approve or Reject

• Add comments if necessary

The employee will be notified of the decision

Bulk Approval

To approve multiple requests at once:

• Select requests using checkboxes

Choose Approve Selected or Reject Selected

Confirm the action

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Leave Calendar

Viewing the Calendar

Go to Leave Calendar

See a visual calendar showing:

- Approved leave for all employees - Department-wise filtering - Color-coded by leave type

Navigate between months

Setting Public Holidays

Go to Settings → HR Settings → Holidays

Click Add Holiday

Enter:

- Holiday name - Date - Whether it's a recurring annual holiday

Save

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Leave Reports

Generating Reports

Go to Reports → Leave Report

Filter by:

- Date range - Department - Employee - Leave type

Generate and view report

Available Reports

Leave Summary - Overview of leave taken by employees

Leave Balance Report - Current balances for all employees

Leave Calendar Report - Print-friendly calendar view

Pending Requests - All outstanding leave requests

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Leave Encashment

For employees leaving the organization or converting unused leave to payment:

Go to Leave Management → Leave Encashment

• Select employee

• Choose leave type and days to encash

• Calculate encashment amount based on daily rate

Process through payroll

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Common Tasks

Cancelling Approved Leave

If an employee needs to cancel their approved leave:

• Employee submits cancellation request

• Manager approves the cancellation

Leave balance is restored

Modifying Leave Balance

To manually adjust an employee's leave balance:

• Select employee

Go to Leave Balance tab

Click Adjust Balance

• Enter adjustment (+/- days) and reason

Save

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Notifications

The system sends notifications for:

• New leave request submitted (to approver)

• Leave approved/rejected (to employee)

• Leave reminder (before leave starts)

Low leave balance warning

Configure notification settings in Settings → Notifications.

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Troubleshooting

Problem: Cannot submit leave request

Solution: Check if you have sufficient leave balance; verify dates are correct

Problem: Approve button not visible

Solution: You may not have permission to approve; contact administrator

Problem: Leave balance showing incorrectly

Solution: Verify leave entitlements are set in employee profile

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Related Topics

Employee Management - Employee profiles

HR Attendance - Attendance tracking

Payroll - Salary processing

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Permissions

The following roles can access Leave Management:

Administrator - Full access, can approve all requests

Teacher - Can request and view own leave

Accountant - View-only access

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Last Updated: April 2026