Leave Requests
How to create, submit, review, and manage leave requests with approval workflows.
The Leave Requests page is where employees submit time-off requests and where managers review and process those requests. It provides a clear overview of all leave requests across the organization with filtering, search, and approval capabilities.
Navigation: HR > Leave > Leave Requests
Viewing Leave Requests
The main table displays all leave requests with the following columns:
| Column | Description |
|---|---|
| Employee | Name and department of the requesting employee |
| Leave Type | The type of leave being requested (e.g., Annual Leave, Sick Leave) |
| Start Date | First day of the requested leave period |
| End Date | Last day of the requested leave period |
| Duration | Total number of working days requested |
| Reason | Brief description of why the leave is needed |
| Status | Current request status -- Pending, Approved, Rejected, or Cancelled |
| Submitted On | Date and time the request was submitted |
Status Tabs
Use the tabs at the top of the table to filter by request status:
- All -- View all leave requests
- Pending -- Requests waiting for manager review
- Approved -- Requests that have been accepted
- Rejected -- Requests that have been declined
- Cancelled -- Requests withdrawn by the employee
Search and Filters
- Search bar -- Find requests by employee name
- Leave type filter -- Filter by a specific leave type
- Date range filter -- Show only requests within a specific date range
- Department filter -- View requests from a specific department
Submitting a Leave Request
To submit a new leave request:
- Click the New Leave Request button at the top-right of the page.
- Fill in the required fields:
| Field | Required | Description |
|---|---|---|
| Leave Type | Yes | Select from the configured leave types (e.g., Annual Leave, Sick Leave) |
| Start Date | Yes | The first day of your leave |
| End Date | Yes | The last day of your leave |
| Half Day | No | Toggle if you are requesting only a half day (morning or afternoon) |
| Reason | Yes | Explain why you are requesting this leave |
| Attachment | Conditional | Some leave types require supporting documents (e.g., medical certificate for sick leave) |
- Review your remaining balance for the selected leave type, displayed below the form.
- Click Submit to send the request to your manager for approval.
The system automatically calculates the number of working days based on your assigned work schedule. Weekends and public holidays (if configured) are excluded from the duration count. For example, if you request Monday to Friday and your schedule includes Saturday as a day off, the system counts 5 working days.
Balance Check
Before submitting, the system verifies that you have sufficient leave balance:
| Scenario | What Happens |
|---|---|
| Sufficient balance | Request is submitted normally |
| Insufficient balance | The system displays a warning. Depending on your organization's policy, the request may still be submitted for manager discretion or it may be blocked entirely |
| Zero balance | You cannot submit a request for this leave type unless your organization allows negative balances |
Reviewing Leave Requests (For Managers)
Managers see all pending requests from their direct reports. To review a request:
- Click on the pending request row to open the detail view.
- Review the following information:
| Section | Content |
|---|---|
| Request Details | Leave type, dates, duration, reason, and any attachments |
| Employee Info | Employee name, department, and current role |
| Leave Balance | The employee's remaining balance for this leave type (before and after approval) |
| Team Calendar | A mini calendar showing other team members who are also on leave during the requested dates |
- Choose one of the following actions:
Approve
Click Approve to accept the request. The employee's leave balance will be deducted immediately and their attendance records will be updated for the leave dates.
Reject
Click Reject to decline the request. You must provide a reason for the rejection. The employee will be notified and their balance remains unchanged.
Before approving a leave request, check the Team Calendar panel to ensure adequate coverage. Approving overlapping leave for too many team members on the same dates can impact operations.
Cancelling a Leave Request
Employees can cancel their own leave requests under certain conditions:
| Request Status | Can Cancel? | Notes |
|---|---|---|
| Pending | Yes | Request is simply withdrawn -- no impact on balance |
| Approved (future dates) | Yes | Balance is restored after cancellation is confirmed |
| Approved (past dates) | No | Contact HR to process a cancellation for dates that have already passed |
| Rejected | No | Rejected requests cannot be cancelled -- submit a new request if needed |
To cancel, open the request detail view and click Cancel Request. You may be asked to provide a reason.
Leave Request Notifications
The system sends notifications at key points in the request lifecycle:
| Event | Who is Notified |
|---|---|
| Request submitted | The employee's direct manager |
| Request approved | The requesting employee |
| Request rejected | The requesting employee (with rejection reason) |
| Request cancelled | The employee's direct manager |
Best Practices
- Submit requests in advance -- For planned leave (such as vacations), submit your request at least two weeks ahead. This gives your manager time to plan coverage.
- Attach documents when required -- If your leave type requires documentation (e.g., medical certificate for sick leave), attach it when submitting. Missing documents may delay approval.
- Check the team calendar -- Before submitting, check if other team members are already on leave during your requested dates. If too many people are off, consider adjusting your dates.
- Managers: review daily -- Make it a habit to check pending requests at least once a day, especially during busy periods or approaching holidays.