Leave Management

Leave Management is available on all tiers, with full-feature access through the HR add-on module. It handles every aspect of employee time-off — from configuring leave types and allowances through to approval workflows, balance tracking, carry-forward rules, and automated notifications.

Leave Types

The system comes with a set of standard leave types and allows organisations to create custom types to match their policies.

Standard Leave Types

Organisations can add custom leave types (e.g., Study Leave, Sabbatical, Jury Duty) from the Leave Settings page. Each custom type can have its own allowance, carry-forward rules, and approval requirements.

Working Day Configuration

Leave balance calculations depend on how your organisation defines working days. The system supports multiple working patterns.

• •5-day week — Monday to Friday. Weekends (Saturday and Sunday) are excluded from leave calculations.
• •6-day week — Monday to Saturday. Only Sunday is excluded.
• •Shift-based — for organisations with rotating shifts, leave is calculated based on the employee's assigned shift pattern.
• •Public holidays can be configured per country or region and are automatically excluded from leave day counts.

Leave Allowances

Each leave type has a configurable annual allowance that determines how many days an employee can take per fiscal year. Allowances are set globally and can be overridden per employee if needed.

1. Navigate to Settings and open Leave Configuration.
2. For each leave type, set the default annual allowance (e.g., Annual: 20 days, Sick: 10 days).
3. Optionally set minimum and maximum days per single request.
4. Save the configuration. It applies to all employees unless overridden individually.

Leave Carry-Forward

Carry-forward allows unused leave days to roll over from one fiscal year to the next. This feature is fully configurable per leave type.

• •Enable/disable — carry-forward can be turned on or off for each leave type independently.
• •Maximum days — set the maximum number of days that can be carried forward (e.g., carry forward up to 5 unused annual leave days).
• •Which types carry forward — typically only Annual leave carries forward; Sick, Compassionate, and Emergency leave usually do not.
• •Carried-forward days are added to the new year's balance automatically at the start of the fiscal year.
• •Carried-forward days can be set to expire after a configurable period (e.g., must be used within 3 months of the new year).

Half-Day Leave

Employees can request half-day leave for morning or afternoon absences. A half-day deducts 0.5 days from the leave balance instead of a full day. This is useful for medical appointments, school events, or personal errands that only require a few hours.

Balance Calculation

Leave balances are calculated against the organisation's fiscal year. The system shows a clear breakdown for each leave type.

• •Total allowance for the current fiscal year (including any carried-forward days).
• •Days used — approved leave that has been taken or is scheduled.
• •Days pending — leave requests that are awaiting approval.
• •Available balance — allowance minus used minus pending.
• •Balances update in real time as requests are submitted, approved, or cancelled.

Approval Hierarchy

Leave requests follow a tiered approval system that ensures the right level of oversight based on the requester's role.

Approvers can approve, reject (with reason), or request additional information before making a decision.

Bulk Approval

Managers and HR staff can approve or reject multiple leave requests at once from the pending requests view. Select the requests using checkboxes and apply the action in one click. This is especially useful after holidays or at the start of a new fiscal year when many requests may accumulate.

Auto-Cancel Sweep

The system runs a daily automated sweep to identify pending leave requests whose start date has already passed. These expired requests are automatically cancelled to keep the leave queue clean and accurate.

• •Requests that remain in "Pending" status past their start date are cancelled.
• •The employee is notified that their request was auto-cancelled.
• •The leave balance is restored as if the request was never made.
• •Auto-cancelled requests are logged for audit purposes.

Delegation of Leave Approvals

When a manager or department head is on leave themselves, they can delegate their leave approval authority to another authorised user. This prevents bottlenecks and ensures requests are handled promptly.

• •The delegator selects a delegate from eligible users in their department.
• •Delegation can be set for a specific date range.
• •The delegate receives all pending leave requests that would normally go to the delegator.
• •Both the delegator and delegate are notified when delegation is activated and deactivated.
• •All actions taken by the delegate are logged under their name with a delegation marker.

Notification Flow

The leave module sends notifications at every stage of the process to keep all parties informed.

• •Employee receives confirmation when a request is submitted.
• •Approver receives a notification when a new request needs their attention.
• •Employee is notified immediately when their request is approved or rejected.
• •Team members can optionally be notified when a colleague is on leave.
• •HR receives a daily summary of upcoming leave across the organisation.
• •Reminders are sent for pending requests that have not been actioned within a configurable time frame.