The Leave Management module allows employees to request leaves, track leave balances, and ensures that managers can approve or reject requests based on company policy. This module supports multi-step approval flows, detailed leave calculation, and comments for communication.
All leave operations are divided into three routes: Create, Approve, and View. Permissions are required for each route.
1. Create Leave Request #
Employees can create leave requests for themselves or, if permitted, for others.
Create Leave Request Form: #
- Search Employee: By default, an employee can create a request for themselves. Users with permission can select other employees.
- Leave Type– Shows leave types configured by the admin (
Admin → Leave Type). - Leave Quota & Calculation:
- Displays the entitled days, earned days (calculated based on joining date, work hours, and company policy), used (paid/unpaid), and remaining balance.
- Employees cannot request leave if work schedule is not set: “Work schedule not set. Please set your work schedule before requesting leave.”
- Starting Date/ Ending Date– Select the leave period.
- Starting Time / Ending Time – For partial day leave.
- Reason– Enter the reason for leave.
- Send Request – Submit leave request for approval.
My Leaves Table Example: #
| From Date | To Date | Requested Date | Type | Start Date | End Date | Hour(s) | Status | Action |
|---|---|---|---|---|---|---|---|---|
| Oct 14, 2025 | Oct 18, 2025 | Oct 22, 2025 | Casual Leave | Oct 14, 2025 | Oct 18, 2025 | 24h | Pending | Open Menu |
Action Options for Employees: #
- Edit – Modify leave request until it is approved or rejected.
- View – See detailed leave information.
- Comments – Communicate with approvers or admin for clarification.
2. Approve Leaves #
Approvers, such as reporting managers or HR, can review leave requests submitted by employees.
Approval Dashboard Features: #
- Search by Employee Name / ID – Quickly locate requests.
- Filters – Filter requests by date range, leave type, status, or employee.
- Columns Displayed: From Date, To Date, ID, Employee, Leave Type, Start/End Date, Hours, Status, Requested Date, Action.
Action Options for Approvers: #
- ✅ Approve – Approves the request and moves it along in the workflow if multi-step approval is configured.
- ❌ Reject – Rejects the leave request with comments.
- 👁️ View – Review request details, attachments, approval flow, and employee leave balance.
Example Table for Approvers: #
| From Date | To Date | ID | Employee | Type | Start Date | End Date | Hour(s) | Status | Requested Date | Action |
|---|---|---|---|---|---|---|---|---|---|---|
| Oct 14, 2025 | Oct 18, 2025 | DEV25003 | Habid Hirdoy | Casual Leave | Oct 14, 2025 | Oct 18, 2025 | 24h | Pending | Oct 22, 2025 | Open Menu |
Comments & Communication: #
Approvers can comment on leave requests to communicate with the employee, ask for clarification, or provide instructions.
3. View All Leaves #
The View route allows authorized users (like CEO or HR) to see all leave requests without taking action.
Features: #
- Displays all leave requests across the organization.
- Filters and search by employee, leave type, status, or date.
- Tabs available in detailed view:
- Overview: Full leave request details, leave type, hours, and reason.
- Approval Flow: Multi-step workflow showing each approver and approval status.
- Comments: Communication between employees and approvers/admin.
Example Table: #
| From Date | To Date | ID | Employee | Type | Start Date | End Date | Hour(s) | Status | Requested Date | Action |
|---|---|---|---|---|---|---|---|---|---|---|
| Oct 14, 2025 | Oct 18, 2025 | DEV25003 | Habid Hirdoy | Casual Leave | Oct 14, 2025 | Oct 18, 2025 | 24h | Pending | Oct 22, 2025 | Open Menu |
Leave Management – Leave Calculation Example #
When an employee requests leave, the system calculates leave balances based on their assigned work hours, leave policy, and previously used leave. The leave quota information is visible in the employee profile or in the leave request form.
Example Leave Balances (for a selected period): #
| Leave Type | Entitled | Used | Paid | Unpaid | Balance | Earned |
|---|---|---|---|---|---|---|
| Casual Leave | 11.00 | 0.00 | 0.00 | 0.00 | 8.88 | 8.88 |
| Sick Leave | 3.00 | 0.00 | 0.00 | 0.00 | 2.38 | 2.38 |
Explanation: #
- Entitled: Total leave allocated per year (or per policy)
- Used: Leave already taken by the employee
- Paid / Unpaid: Leave taken as paid or unpaid
- Balance: Remaining leave available
- Earned: Leave accrued based on joining date, work hours, and company policy
Filter by Date: #
You can filter leave balances for a specific date range to check how much leave is available or used during that period.
Work Hours Requirement: #
- Leave calculation depends on the employee’s work schedule.
- If the employee’s work schedule is not set, they cannot request leave.
“Work schedule not set. Please set your work schedule before requesting leave.”
This ensures that leave hours, partial leaves, and accruals are accurately calculated.
Tip: #
Permissions are required to access each route:
- Create Leave – Employees can request leave.
- Approve Leave – Approvers can take action based on workflow.
- View Leave – View-only access for managers or admins to monitor leave usage.
Key Highlights #
- 📅 Employees can submit leave requests with accurate leave calculations based on work hours.
- ✅ Multi-step approval workflow ensures proper review by reporting managers and HR.
- 📝 Comments allow communication and clarification.
- 🔒 Route-level permissions ensure correct access.
- 📊 Admins and managers can track all leave requests and leave balances organization-wide.
