The Create Leave Request module allows employees to submit leave requests for themselves. Authorized users, such as HR or managers, can also create leave requests on behalf of other employees when they have the required permission.
This module helps ensure that leave requests are submitted correctly based on employee work schedules, leave type rules, leave balance, attendance records, holidays, and approval flow configuration.
Related Setup and Navigation #
Before employees submit leave requests, admins should make sure the required setup is completed.
- Leave Type Setup
Route: Dashboard → Admin → Leave Type
Used to create and manage leave types such as Casual Leave, Sick Leave, Annual Leave, or Lieu Leave. Leave type rules such as past leave limit and future leave limit are configured from here. - Permission Setup
Route: Dashboard → Admin → Permission → Employee Permission / Team Permission
Used to assign leave-related permissions, such as creating leave on behalf of others, editing leave, deleting leave, viewing leave, approving leave, or rejecting leave. - Approval Flow Setup
Route: Dashboard → Admin → Approval Flows
Used to configure single-step or multi-step approval workflows for leave requests. Approval flow decides who will review and approve the leave request. - Work Schedule Setup
Route: Dashboard → Employees → Employee Table → Action Menu → Work Hours
Used to set an employee’s working days, working hours, break time, and shift-related schedule. Employees cannot request leave if their work schedule is not set. - Attendance Records
Route: Dashboard → Attendance
Used to track employee check-in, check-out, worked hours, and attendance status. Attendance records are checked when creating leave to prevent conflicts. - Create Leave Request
Route: Dashboard → Leave → Create Leave Request
Used by employees to submit leave requests for themselves or by authorized users to create leave on behalf of other employees.
Who Can Create Leave Requests? #
Employees can create leave requests for themselves by default.
Users with Create Leave Request (For All) permission can create leave requests on behalf of other employees. For these users, the Search Employee field appears in the form so they can select the employee for whom the leave request is being created.
Regular employees do not see the Search Employee field because they can only create leave requests for themselves.
Create Leave Request Form #
The form includes the following fields:
- Search Employee
Appears only for users with Create Leave Request (For All) permission. This is used to select another employee when creating leave on behalf of someone else. - Leave Type
Displays leave types configured by the admin from Dashboard → Admin → Leave Type. - Lieu Leave
If the employee is eligible for Lieu Leave and has available Lieu Leave hours, the Lieu Leave type will be available for selection. - Leave Quota & Calculation
This section is displayed only when employees create leave requests for themselves from the employee side. It shows the employee’s leave entitlement and balance information, such as:- Entitled leave hours or days
- Earned leave based on joining date and company policy
- Used paid leave
- Used unpaid leave
- Remaining balance
- Overused hours, if applicable
- Starting Date / Ending Date
Used to select the leave period. - Starting Time / Ending Time
Used for partial-day leave requests. - Reason
Explanation for the leave request. - Send Request
Submits the leave request for approval.
Work Schedule Requirement #
Employees cannot request leave if their work schedule is not set.
Work schedule can be managed from:
Dashboard → Employees → Employee Table → Action Menu → Work Hours
If the employee does not have a work schedule, the system blocks the request and shows a message explaining that the work schedule must be set before requesting leave.
Leave Date Rules #
The system validates the selected leave dates before creating the request.
- The Starting Date cannot be later than the Ending Date.
- Past leave requests are allowed only if the selected leave type allows past leave.
- Future leave requests are allowed only if the selected leave type allows future leave.
- Each leave type can define how many days back or ahead an employee can request leave.
Leave type date rules can be configured from:
Dashboard → Admin → Leave Type
For example:
- If past days is set to
0, past leave is not allowed for that leave type. - If past days is set to
5, the employee can request past leave only up to 5 days back. - If future days is set to
0, future leave is not allowed for that leave type. - If future days is set to
30, the employee can request future leave only up to 30 days ahead.
Working Day and Holiday Rules #
Leave can be requested only for valid working days.
The system checks the employee’s work schedule and work assignments to decide whether leave can be taken on a selected date.
Leave is allowed for:
- Regular working days based on the employee’s work schedule
- Assigned work days for employees
- Partial leave on a day where the employee has already worked, if remaining shift hours are still available
Leave is not allowed for:
- Weekends or non-working days, unless a work assignment exists for that day
- Public holidays, unless a work assignment exists for that holiday
- Days where the employee already worked the full scheduled hours
Attendance Conflict Rules #
Attendance records are checked from the employee’s attendance data.
Attendance can be reviewed from:
Dashboard → Attendance
If the employee already has attendance recorded on the starting date, the system checks how many hours the employee has already worked.
The employee can request leave only for the remaining available hours of that day.
For example, if the scheduled working time is 8 hours and the employee already worked 5 hours, they can request leave for a maximum of 3 hours for that day.
Leave Balance Rules #
Leave balance is calculated based on the employee’s entitlement, joining date, used leave, and company rules.
For regular leave types, the system allows the request even if the employee exceeds the earned balance. The exceeded hours may be treated as unpaid leave based on company rules.
For Lieu Leave, the system checks the employee’s available Lieu Leave balance before creating the request. If the requested Lieu Leave hours exceed the available Lieu Leave balance, the request is blocked.
Overlap Restriction #
An employee cannot create a new leave request if they already have a pending or approved leave request within the same date range.
If an overlapping leave exists, the system prevents duplicate leave requests for the same period.
Leave Hours Calculation #
The system calculates leave hours automatically based on the selected date and time range.
During calculation, the system:
- Counts only valid working days
- Skips weekends or non-working days
- Skips public holidays unless the employee has a work assignment
- Uses work assignment hours for assigned shift days
- Uses regular schedule hours for normal workdays
- Calculates partial-day leave correctly using the selected start and end time
- Excludes break time where applicable
The calculated leave hours are saved with the leave request.
Approval Flow Assignment #
Approval flow can be configured from:
Dashboard → Admin → Approval Flows
After the leave request passes all validations, the system assigns the correct approval flow.
The approval flow may be selected based on:
- Employee
- Team
- Gender
- Department
- Designation
Once the approval flow is assigned, the leave request is saved with Pending status.
The first-step approvers receive notifications and, if enabled, email alerts.
What Happens After Submission? #
After a leave request is submitted successfully:
- The leave request status becomes Pending.
- The request is sent to the first approver in the approval flow.
- The approval workflow is saved with the request.
- Notifications are sent to the first-step approvers.
- The leave request appears in the employee’s leave request list.
If the organization uses a multi-step approval flow, the request moves step by step until all required approvers approve it.
Action Options #
Available actions depend on the leave status, the logged-in user, and user permissions.
Permissions can be managed from:
Dashboard → Admin → Permission → Employee Permission / Team Permission
Edit Leave Request #
A leave request can be edited only when its status is Pending.
Approved, rejected, or cancelled leave requests cannot be edited.
When a pending leave request is edited:
- The same validation rules from create leave are applied again.
- Leave hours are recalculated.
- The existing approval flow state is preserved.
- The request remains traceable.
Permission behavior:
- Tenant Admin can edit only leave requests they created.
- Users with own edit permission can edit their own pending leave requests.
- Users with all-employee edit permission can edit pending leave requests for other employees based on access rules.
Delete Leave Request #
A leave request can be deleted only when its status is Pending.
Approved, rejected, or cancelled leave requests cannot be deleted.
When a pending leave request is deleted:
- The leave request is removed.
- Related comments are deleted.
- Related attachments are also deleted.
Permission behavior:
- Tenant Admin can delete only leave requests they created.
- Users with own delete permission can delete their own pending leave requests.
- Users with all-employee delete permission can delete pending leave requests for other employees based on access rules.
View Leave Request #
Users with the required access can open the leave details page to review the full leave information.
The details page may include:
- Employee information
- Leave type
- Leave period
- Requested leave hours
- Leave balance and quota information
- Reason
- Attachments
- Approval flow steps
- Approval history
- Comments
Comments #
Users can use comments to communicate about a leave request.
Comments can be used to:
- Ask for clarification
- Provide additional information
- Communicate with approvers or admins
- Keep a record of discussion related to the leave request
All comments remain visible in the leave request history for transparency.
Leave Status Workflow #
A leave request follows this basic status flow:
- Pending — Created and waiting for approval.
- Approved — All required approval steps are completed.
- Rejected — Any approver rejects the request.
- Cancelled — An approved leave is cancelled later by an eligible user.
- Deleted — A pending leave is removed from the system.
Rejected and cancelled leave requests are final and cannot be changed back to pending.
Payroll and Leave Balance Impact #
Leave balance is not finalized at the time of creation.
When the leave is finally approved:
- Paid leave usage is updated based on available earned balance.
- Unpaid leave is recorded if leave exceeds the earned balance.
- Backdated leave may be adjusted for payroll-related calculations.
- Lieu Leave hours are deducted only after final approval.
If payroll has already processed an approved leave period, that leave cannot be cancelled later.
Summary #
The Create Leave Request module ensures that employees can submit leave requests accurately and according to company policy.
The system checks work schedule, date limits, working days, holidays, attendance conflicts, leave balance, Lieu Leave availability, overlapping leave, and approval flow rules before saving a request.
Admins can manage related setup from Leave Type, Permission, Approval Flows, Work Hours, and Attendance routes. After submission, the leave request follows the assigned approval flow. Pending requests can be edited or deleted based on permission, while approved, rejected, and cancelled requests are protected to keep leave records accurate, traceable, and payroll-compliant.