The Leave Request Management Module is a comprehensive system that allows administrators to manage, monitor, and approve employee leave requests. It provides visibility into leave balances, approval workflows, and leave history while maintaining compliance with company leave policies and labor laws.
The Leave Request Module enables you to:
| Benefit | Impact | Business Value |
|---|---|---|
| Clear Records | Document all absences | Compliance and audit trail |
| Fair Management | Equal leave distribution | Employee satisfaction |
| Planning | Know who's unavailable | Better resource planning |
| Compliance | Meet labor law requirements | Avoid legal issues |
| Efficiency | Automated approvals | Save HR time |
| Transparency | Visible to all stakeholders | Clear communication |
| Analytics | Understand usage patterns | Strategic planning |
| Accountability | Track who used what | Performance management |
Purpose: Allow employees to request and track leave
What It Does:
Who Uses It:
Example Request:
Leave Request #LR-2025-00145
Requested By: Maria Santos (EMP-00145)
Department: Sales
Leave Type: Annual Leave
Requested Dates: December 20-24, 2025
Duration: 5 working days
Reason: Family vacation
Status: Pending Manager Approval
Submitted: December 1, 2025
Purpose: Track and manage employee leave entitlements
What It Does:
Types of Leave Tracked:
Annual Leave (Vacation)
├─ Entitlement: 15 days per year
├─ Carryover: 5 days max
├─ Used YTD: 8 days
└─ Available: 12 days
Sick Leave
├─ Entitlement: 10 days per year
├─ Carryover: 0 days (non-cumulative)
├─ Used YTD: 3 days
└─ Available: 7 days
Personal Leave
├─ Entitlement: 3 days per year
├─ Carryover: 0 days
├─ Used YTD: 2 days
└─ Available: 1 day
Emergency Leave
├─ Entitlement: As needed
├─ Carryover: N/A
├─ Used YTD: 1 instance
└─ Available: Available
Purpose: Enable controlled approval of leave requests
What It Does:
Approval Levels:
Level 1: Department Manager
├─ Reviews request
├─ Checks department coverage
├─ Approves or rejects
└─ Notifies employee
Level 2: HR Manager (if needed)
├─ Reviews unusual requests
├─ Checks policy compliance
├─ May override manager decision
└─ Handles escalations
Level 3: Executive (if needed)
├─ Approves high-impact leave
├─ Handles sensitive cases
└─ Final authority
Final: System Implementation
├─ Updates schedule
├─ Marks calendar
├─ Updates DTR expectations
└─ Notifies all parties
Purpose: Ensure compliance with company leave policies
What It Does:
Policy Rules Checked:
Eligibility Rules:
├─ Employee status (must be active)
├─ Probation period (new hires)
├─ Leave type availability
└─ Minimum tenure requirements
Timing Rules:
├─ Advance notice (typically 2 weeks)
├─ Blackout dates (company holidays, peak seasons)
├─ Notice period for sick leave
└─ Maximum consecutive days
Balance Rules:
├─ Sufficient balance available
├─ Carryover maximums
├─ Accrual calculations
└─ Deduction accuracy
Coverage Rules:
├─ Adequate staff remaining
├─ Key positions covered
├─ Department approval
└─ Critical period checks
Purpose: Provide visibility into team and company-wide leave
What It Does:
Calendar Views:
Personal Calendar:
├─ Show own leave requests
├─ See approval status
├─ Plan personal time
└─ Track balance changes
Team Calendar:
├─ Show all team member leave
├─ Identify coverage gaps
├─ Plan workload distribution
└─ Monitor team schedule
Department Calendar:
├─ Show all department leave
├─ Track coverage levels
├─ Identify peak periods
└─ Plan for absences
Company Calendar:
├─ Show all company leave
├─ Identify company-wide issues
├─ Plan for company events
└─ Monitor overall coverage
Scenario 1: Employee Takes Annual Leave
Process Flow:
Step 1: Employee Request
Employee: "I need December 20-24 off for family vacation"
Action: Submits leave request in system
Date: December 1, 2025
Step 2: Manager Review
Manager: Receives notification
Checks: Team schedule, coverage, policy
Decision: Approves (adequate coverage)
Notifies: Employee via email
Step 3: HR Processing
HR: Reviews approval
Verifies: Leave balance (12 days available, 5 days requested)
Confirms: Request is valid
Updates: Schedule and calendar
Step 4: Implementation
System: Updates employee's schedule
System: Marks those days on calendar
System: Updates DTR expectations
Notifies: All stakeholders
Result: Approved and scheduled - employee can plan confidently
Scenario 2: Sick Leave Request
Process Flow:
Step 1: Emergency Situation
Employee: Gets sick unexpectedly
Action: Calls manager immediately (morning of)
Manager: Notes the absence
Step 2: Submit Request
Employee: Submits request in system
Action: Retroactive (same day)
Requires: Medical documentation
Step 3: Manager Approval
Manager: Reviews circumstances
Verifies: Sick leave available (7 days left)
Decision: Approves (normal circumstance)
Notifies: Employee
Step 4: Processing
HR: Logs absence
System: Marks as sick leave
DTR: Adjusts expectations for that day
Calendar: Shows employee as on leave
Result: Absence recorded properly - payroll adjusted
Scenario 3: Leave Request Denial
Process Flow:
Step 1: Request Submitted
Employee: Requests December 15-19 (peak sales period)
When: Company blackout period
Balance: Sufficient (12 days available)
Step 2: Manager Review
Manager: Recognizes blackout period
Check: Insufficient coverage available
Decision: Denies request
Reason: "Peak sales period - critical coverage needed"
Step 3: Notification
Employee: Receives denial notification
Offered: Alternative dates (December 27-31 available)
Can: Appeal if needed
Result: Request denied - alternative suggested
Scenario 4: Leave Balance Tracking
Scenario: End of Year Leave Balance Review
Maria Santos (Sales Department)
Annual Leave Balance:
Entitlement 2025: 15 days
Carryover from 2024: 3 days
Total Available: 18 days
Used in 2025:
January-March: 5 days (winter)
April-June: 3 days
July-September: 4 days
October-December: 2 days (sick leave)
Subtotal Used: 14 days
Current Balance: 4 days
Carryover Policy:
Maximum Carryover: 5 days
Carryover Allowed: 4 days
Must Use by: December 31, 2025
Recommendation:
Plan 4 days before year end
Or forfeit unused days
System Alert: "4 days remaining - use before 12/31"
Step-by-Step:
Log in to Admin Account
https://your-dtr-system.com/loginNavigate to Leave Request
/admin/leave-requestSelect View Type
URL Access:
Leave Request Module: /admin/leave-request
Leave Request Index: /admin/leave-request/index
Leave Request Details: /admin/leave-request/{id}/show
Employee Leave History: /admin/leave-request?employee={id}
Leave Calendar: /admin/leave-request/calendar
Leave Reports: /admin/leave-request/reports
Leave Balance Report: /admin/leave-request/balance
To access the Leave Request module, you must have:
| Permission | Role | Can Access |
|---|---|---|
| View Leave Requests | Admin | ✅ Yes |
| View Leave Requests | HR Manager | ✅ Yes |
| View Leave Requests | Department Manager | ✅ Limited (own dept) |
| View Leave Requests | Employee | ✅ Limited (own requests) |
| Approve Requests | Admin | ✅ Yes |
| Approve Requests | HR Manager | ✅ Yes |
| Approve Requests | Dept Manager | ✅ (own team) |
| Approve Requests | Employee | ❌ No |
| Create Leave Types | Admin | ✅ Yes |
| Create Leave Types | HR Manager | ✅ Yes |
| Create Leave Types | Dept Manager | ❌ No |
| Edit Policies | Admin | ✅ Yes |
| Edit Policies | HR Manager | ✅ Yes |
| Edit Policies | Dept Manager | ❌ No |
| Generate Reports | Admin | ✅ Yes |
| Generate Reports | HR Manager | ✅ Yes |
| Generate Reports | Dept Manager | ✅ Limited |
Recommended Browsers:
Not Recommended:
Screen Size:
The Leave Request module main view displays all leave requests in an organized format.
┌─────────────────────────────────────────────────────────┐
│ Leave Requests [Month ▼] [Year ▼] [Dept ▼] │
├─────────────────────────────────────────────────────────┤
│ │
│ STATISTICS CARDS (Top) │
│ ┌────────────────┐ ┌────────────────┐ ┌────────────┐ │
│ │ Total Requests │ │ Pending │ │ Approved │ │
│ │ 42 │ │ 8 │ │ 28 │ │
│ └────────────────┘ └────────────────┘ └────────────┘ │
│ ┌────────────────┐ │
│ │ Rejected │ │
│ │ 6 │ │
│ └────────────────┘ │
│ │
│ QUICK ACTIONS │
│ [Create Request] [Approve All] [Generate Report] │
│ [Export] [Bulk Actions] │
│ │
│ FILTERS & SEARCH │
│ [Search: ________] [Status ▼] [Type ▼] [Dept ▼] │
│ │
│ LEAVE REQUEST TABLE │
│ ┌─────────────────────────────────────────────────────┐ │
│ │ Employee Dept Type Dates Days Status │ │
│ ├─────────────────────────────────────────────────────┤ │
│ │ Maria Sales Annual 12/20-24 5 Approved │ │
│ │ John Eng Sick 12/5 1 Pending │ │
│ │ Anna HR Personal 12/10-11 2 Rejected │ │
│ │ Robert Ops Annual 12/27-30 4 Approved │ │
│ │ │ │
│ │ [Previous] Page 1 of 5 [Next] │ │
│ └─────────────────────────────────────────────────────┘ │
│ │
│ LEGEND │
│ Pending = Awaiting approval │
│ Approved = Confirmed │
│ Rejected = Denied │
│ Cancelled = Withdrawn by employee │
│ │
└─────────────────────────────────────────────────────────┘
| Component | Purpose | Location |
|---|---|---|
| Title | Show current module | Top-left |
| Date/Dept Filters | Quick filtering | Top-right |
| Statistics Cards | Summary metrics | Top section |
| Quick Actions | Bulk operations | Action bar |
| Filters | Detailed filtering | Search area |
| Request Table | Display requests | Center |
| Legend | Explain statuses | Bottom |
| Pagination | Navigate pages | Bottom |
Shows: Full name of the employee
Example: "Maria Santos"
Click to: View employee's leave history
Sortable: Yes (A-Z or Z-A)
Shows: Which department employee belongs to
Example: "Sales"
Filterable: Yes (can filter by dept)
Sortable: Yes
Shows: Type of leave requested
Codes:
ANN = Annual Leave
SIK = Sick Leave
PSN = Personal Leave
EMG = Emergency Leave
MPL = Maternity Leave
PPL = Paternity Leave
BRV = Bereavement Leave
UNP = Unpaid Leave
Color Coding:
Green = Annual Leave
Red = Sick Leave
Blue = Personal/Emergency Leave
Orange = Special Leave
Gray = Unpaid Leave
Click to: View leave type details
Shows: Date range of leave
Format: MM/DD/YYYY - MM/DD/YYYY
Example: "12/20/2025 - 12/24/2025"
Click to: See calendar view
Shows: Total days requested
Calculation: Working days only (excludes weekends)
Example: "5 days"
Note: May differ from calendar days
Shows: Current approval status
Options:
⏳ Pending = Awaiting manager approval
✓ Approved = Confirmed leave
✗ Rejected = Denied
↩ Cancelled = Withdrawn by employee
⚠ Conditional = Approved with conditions
Color Coding:
Yellow = Pending
Green = Approved
Red = Rejected
Gray = Cancelled
Orange = Conditional
Click to: View details and manage
Shows: When request was submitted
Format: MM/DD/YYYY HH:MM
Example: "12/01/2025 09:15 AM"
For reference: Shows how long pending
Shows: Quick action buttons
Options:
ⓘ View - See full request details
✓ Approve - Approve request
✗ Reject - Reject request
⚙ Edit - Modify request details
× Delete - Remove request (admin only)
📧 Notify - Send message to employee
The Leave Request module adapts to different screen sizes:
| Device | Layout | Features |
|---|---|---|
| Desktop (1200px+) | Full table view | All columns visible |
| Tablet (768px-1199px) | Simplified table | Some columns hidden |
| Mobile (< 768px) | Card view | Basic info only |
What It Does: Supports various types of leave for different situations.
Standard Leave Types:
Annual Leave (Vacation)
├─ Entitlement: Varies by tenure (typically 15-20 days/year)
├─ Carryover: Limited (typically 5 days maximum)
├─ Advance Notice: 2 weeks recommended
├─ Blackout Dates: Yes (peak seasons, year-end)
├─ Requires Documentation: No
└─ Used For: Vacation, personal time, rest
Sick Leave
├─ Entitlement: Typically 10 days/year
├─ Carryover: Non-cumulative (doesn't carry over)
├─ Advance Notice: Not required (emergency)
├─ Blackout Dates: No (can use anytime)
├─ Requires Documentation: Yes (doctor's note if 3+ days)
└─ Used For: Medical, illness, health-related
Personal Leave
├─ Entitlement: 3-5 days/year
├─ Carryover: Limited (may not carry over)
├─ Advance Notice: 1 week recommended
├─ Blackout Dates: May apply
├─ Requires Documentation: No
└─ Used For: Personal matters, appointments, urgent needs
Emergency Leave
├─ Entitlement: As needed
├─ Carryover: N/A
├─ Advance Notice: Not possible
├─ Blackout Dates: No
├─ Requires Documentation: Yes (proof of emergency)
└─ Used For: Accidents, emergencies, urgent family matters
Maternity Leave
├─ Entitlement: 60-90 days (varies by location/policy)
├─ Carryover: N/A
├─ Advance Notice: 30 days
├─ Blackout Dates: No
├─ Requires Documentation: Yes (medical certificate)
└─ Used For: Childbirth recovery
Paternity Leave
├─ Entitlement: 5-10 days (varies by policy)
├─ Carryover: Varies
├─ Advance Notice: 30 days
├─ Blackout Dates: No
├─ Requires Documentation: Birth certificate
└─ Used For: Newborn care, family support
Bereavement Leave
├─ Entitlement: 3-5 days (varies by relationship)
├─ Carryover: N/A
├─ Advance Notice: N/A (emergency)
├─ Blackout Dates: No
├─ Requires Documentation: Yes (death certificate/obituary)
└─ Used For: Death of family member
Unpaid Leave
├─ Entitlement: Available (company discretion)
├─ Carryover: N/A
├─ Advance Notice: 30 days recommended
├─ Blackout Dates: May apply
├─ Requires Documentation: Varies
└─ Used For: Extended personal needs, sabbatical
What It Does: Automatically calculates and tracks employee leave balances.
Features:
Balance Display:
Employee: Maria Santos
Annual Leave (2025):
Year Entitlement: 15 days
Carryover from 2024: 3 days (approved)
Total Available: 18 days
Used to Date:
January-March: 5 days
April-June: 3 days
July-September: 4 days
October-Dec: 2 days
Total Used: 14 days
Current Balance: 4 days
Expiry Date: 12/31/2025
Alert: "Only 4 days remaining"
Sick Leave (2025):
Annual Entitlement: 10 days
Non-cumulative: No carryover
Used: 3 days
Available: 7 days
Personal Leave (2025):
Annual Entitlement: 3 days
Used: 2 days
Available: 1 day
Expiry: 12/31/2025
What It Does: Manages multi-level approval process for leave requests.
Features:
Approval States:
Draft
├─ Unsaved request
└─ Can be edited freely
Submitted
├─ Request sent to manager
├─ Awaiting first level approval
└─ Employee can see status
Manager Review
├─ Manager evaluates
├─ Checks coverage
├─ Reviews policy
└─ Makes decision
Manager Decision
├─ Approved → Goes to next stage
├─ Rejected → Returns to employee
└─ Conditional → Requires negotiation
HR Review (if needed)
├─ HR checks policy compliance
├─ Verifies balance
├─ May override manager
└─ Makes final decision
Final Status
├─ Approved → Finalized
├─ Rejected → Denied
└─ Cancelled → Employee withdrew
What It Does: Displays leave visually on a calendar for planning.
Features:
Calendar Display:
December 2025 - Sales Department Leave Calendar
Mon 1 Tue 2 Wed 3 Thu 4 Fri 5 Sat 6 Sun 7
John Maria
(Annual) (Sick)
Mon 8 Tue 9 Wed 10 Thu 11 Fri 12 Sat 13 Sun 14
Anna Anna Anna
(Pers) (Pers) (Pers)
Mon 15 Tue 16 Wed 17 Thu 18 Fri 19 Sat 20 Sun 21
Maria
(Annual)
Mon 22 Tue 23 Wed 24 Thu 25 Fri 26 Sat 27 Sun 28
Maria Maria Maria Maria Maria Robert
(Annual)(Annual)(Annual)(Annual)(Annual)(Annual)
Coverage Status:
Full Coverage: Days 1-4, 8-12, 15-19
Reduced: Days 22-28 (1 person absent)
Issues: None detected
Legend:
Green = Annual Leave
Red = Sick Leave
Blue = Personal Leave
Orange = Other Leave
What It Does: Define and enforce company leave policies.
Features:
Policy Configuration:
Leave Type: Annual Leave
Basic Settings:
Name: Annual Leave / Vacation
Code: ANN
Color: Green
Active: Yes
Entitlement Rules:
Entry Level (0-2 years): 10 days/year
Mid-Level (2-5 years): 15 days/year
Senior (5+ years): 20 days/year
Special (Management): 25 days/year
Carryover Rules:
Allow Carryover: Yes
Maximum Carryover: 5 days
Expiry Date: 12/31 each year
Force Use: Yes (must use or lose)
Advance Notice:
Minimum Days: 14 days
Recommended Days: 21 days
Emergency Waiver: Manager approval required
Blackout Dates:
├─ December 20-31 (holiday season)
├─ July 1-5 (company picnic)
├─ October 15-20 (budget reviews)
└─ Can request exception from HR
Approval Requirements:
Level 1: Department Manager
Level 2: HR Manager (if > 10 days)
Level 3: Director (if 20+ days)
Documentation:
Medical Required: No
Other: None
What It Does: Keeps all parties informed of leave request status.
Notification Types:
Employee Notifications:
├─ Request Submitted Confirmation
│ "Your leave request for 12/20-24 has been submitted"
│
├─ Approval Status Update
│ "Your request has been approved by your manager"
│
├─ Rejection Notification
│ "Your request was denied. Reason: Coverage gaps"
│
├─ Low Balance Alert
│ "You have only 4 days of annual leave remaining"
│
└─ Expiry Warning
"Your carryover days expire on 12/31/2025"
Manager Notifications:
├─ New Request to Review
│ "Maria Santos requested 5 days (12/20-24)"
│
├─ Approval Reminder
│ "You have 3 pending requests awaiting approval"
│
├─ Coverage Impact
│ "5 team members absent on the same date"
│
└─ Policy Violation Alert
"John's request violates advance notice policy"
HR Notifications:
├─ Request Escalation
│ "Request exceeds manager approval limit"
│
├─ Exception Request
│ "Manager requesting exception to blackout dates"
│
├─ Balance Issue
│ "Employee has insufficient balance"
│
└─ Compliance Alert
"Multiple requests in peak season"
System Alerts:
├─ High Absence Rate
│ "Department X has 25% absence on this date"
│
├─ Expiring Leave
│ "15 employees have carryover expiring in 7 days"
│
└─ Policy Updates
"New leave policy effective 01/01/2026"
What It Does: Generate insights from leave data.
Available Reports:
Employee Leave Summary
├─ Individual annual report
├─ Balance tracking
├─ Usage history
└─ Upcoming requests
Department Leave Report
├─ All team member leave
├─ Department coverage
├─ Peak absence dates
└─ Trend analysis
Leave Balance Report
├─ Current balances (all employees)
├─ Expiring leave alerts
├─ Carryover tracking
└─ Compliance status
Leave Usage Analytics
├─ Most used leave types
├─ Peak seasons
├─ Average usage per employee
├─ Year-to-date trends
Approval Analytics
├─ Approval rate by manager
├─ Average approval time
├─ Rejection trends
├─ Bottleneck identification
Compliance Report
├─ Policy adherence
├─ Exception tracking
├─ Training needs
└─ Legal compliance status
Shows: All leave requests with summary information
How to View:
Information Displayed:
Leave Request List:
Request # Employee Dept Type Dates Days Status
LR-00245 Maria Santos Sales Annual 12/20 - 12/24 5 Approved ✓
LR-00244 John Doe Eng Sick 12/5 - 12/5 1 Pending ⏳
LR-00243 Anna Cruz HR Personal 12/10 - 12/11 2 Rejected ✗
LR-00242 Robert Smith Ops Annual 12/27 - 12/30 4 Approved ✓
LR-00241 Sarah Johnson Sales Sick 12/2 - 12/2 1 Approved ✓
[Showing 1-5 of 42 requests]
Shows: Complete details of single leave request
How to View:
Layout:
┌──────────────────────────────────────────────┐
│ Leave Request #LR-00245 │
├──────────────────────────────────────────────┤
│ │
│ EMPLOYEE INFORMATION │
│ ┌────────────────────────────────────────┐ │
│ │ Name: Maria Santos │ │
│ │ Employee ID: EMP-00145 │ │
│ │ Department: Sales │ │
│ │ Position: Senior Sales Exec │ │
│ │ Manager: John Martinez │ │
│ │ Hire Date: 01/15/2020 │ │
│ └────────────────────────────────────────┘ │
│ │
│ REQUEST DETAILS │
│ ┌────────────────────────────────────────┐ │
│ │ Leave Type: Annual Leave │ │
│ │ Requested Dates: 12/20/2025 - 12/24 │ │
│ │ Duration: 5 working days │ │
│ │ Submitted: 12/01/2025 09:15 AM │ │
│ │ Reason: Family vacation │ │
│ │ Additional Notes: │ │
│ │ "Planning to spend time with extended │ │
│ │ family during the holidays. All │ │
│ │ projects on track before departure." │ │
│ └────────────────────────────────────────┘ │
│ │
│ LEAVE BALANCE │
│ ┌────────────────────────────────────────┐ │
│ │ Annual Leave Balance: │ │
│ │ Entitlement: 15 days │ │
│ │ Carryover: 3 days │ │
│ │ Total: 18 days │ │
│ │ Used YTD: 14 days │ │
│ │ After Request: 9 days │ │
│ │ Status: ✓ Sufficient balance │ │
│ └────────────────────────────────────────┘ │
│ │
│ APPROVAL HISTORY │
│ ┌────────────────────────────────────────┐ │
│ │ Submitted: 12/01/2025 09:15 AM │ │
│ │ by Maria Santos │ │
│ │ │ │
│ │ Manager Review: 12/01/2025 02:30 PM │ │
│ │ Approved ✓ │ │
│ │ by John Martinez │ │
│ │ Notes: "Approved, │ │
│ │ adequate coverage" │ │
│ │ │ │
│ │ HR Review: 12/01/2025 03:45 PM │ │
│ │ Approved ✓ │ │
│ │ by HR Manager │ │
│ │ No additional notes │ │
│ │ │ │
│ │ Final Status: APPROVED │ │
│ │ Approved Date: 12/01/2025 03:45 PM │ │
│ └────────────────────────────────────────┘ │
│ │
│ CALENDAR VIEW │
│ ┌────────────────────────────────────────┐ │
│ │ Dec 2025 S M T W T F S │ │
│ │ 1 2 3 4 5 6 7 │ │
│ │ 8 9 10 11 12 13 14 │ │
│ │ 15 16 17 18 19 20 21 │ │
│ │ 22[23][24][25][26][27] 28 │ │
│ │ 29 30 31 │ │
│ │ │ │
│ │ [Highlighted: 23-27 = Leave Period] │ │
│ └────────────────────────────────────────┘ │
│ │
│ ACTIONS │
│ [Edit] [Approve] [Reject] [Cancel] [Print] │
│ [Return to List] │
│ │
└──────────────────────────────────────────────┘
Shows: Leave requests displayed on calendar
How to View:
Calendar Example:
December 2025 - Company Leave Calendar
Department Filter: All Status Filter: All View: Month
Mon Tue Wed Thu Fri Sat Sun
2 3 4 5 6 7 8
John John John John
Sick Sick Sick Sick
(Eng) (Eng) (Eng) (Eng)
9 10 11 12 13 14 15
Anna Anna
Personal Personal
(HR) (HR)
16 17 18 19 20 21 22
Maria Maria
Annual Annual
(Sales) (Sales)
23 24 25 26 27 28 29
Maria Maria Maria Maria Maria Robert
Annual Annual Annual Annual Annual Annual
(Sales) (Sales) (Sales) (Sales) (Sales) (Ops)
30 31
Robert Robert
Annual Annual
(Ops) (Ops)
Legend:
Green = Annual Leave (8 employees)
Red = Sick Leave (1 employee)
Blue = Personal Leave (1 employee)
Coverage Summary:
Dec 5: 1 person absent
Dec 10-11: 1 person absent
Dec 20-31: Multiple absences (holiday season expected)
Alert: Dec 25-27 - Multiple key personnel absent
Note: Employees typically submit requests themselves. This section is for admin creating on behalf of employee (if needed).
When to Create:
Step-by-Step Guide:
Step 1: Click "Create Request"
Button Location: Top-right of request table
Opens: New request form
Step 2: Select Employee
Field: Employee \*
Type: Dropdown with search
Options: All active employees
Search: By name or ID
Example: "Maria Santos" or "EMP-00145"
Step 3: Select Leave Type
Field: Leave Type \*
Type: Dropdown
Options: Available leave types
├─ Annual Leave
├─ Sick Leave
├─ Personal Leave
├─ Emergency Leave
├─ Maternity Leave
├─ Paternity Leave
├─ Bereavement Leave
└─ Unpaid Leave
Note: Only shows applicable types for employee
Step 4: Select Dates
Start Date \*
Format: MM/DD/YYYY
Example: "12/20/2025"
Note: Cannot select weekends unless special
End Date \*
Format: MM/DD/YYYY
Example: "12/24/2025"
Validation:
✓ Must be after start date
✓ Cannot be in past (unless retroactive)
✓ Check against blackout dates
✓ Check employee balance
System Calculates:
Total calendar days: 5 days
Working days (excluding weekends): 5 days
Status: Sufficient balance available
Step 5: Add Details
Reason/Purpose (Optional but recommended)
Type: Text area
Example: "Family vacation during Christmas"
Helps managers in approval process
Additional Notes (Optional)
Type: Text area
Example: "Will hand off projects to Anna before leaving"
For special circumstances
Attachment (Optional)
Type: File upload
Examples:
- Medical certificate (for sick leave)
- Death certificate (for bereavement)
- Birth certificate (for paternity)
Step 6: Review Balance
System Shows:
Current Annual Leave Balance: 18 days
Requested: 5 days
Balance After: 13 days
Status: ✓ Sufficient
Validations:
✓ Employee active
✓ Leave type available
✓ Sufficient balance
✓ Dates valid
✓ Policy compliance
Step 7: Submit Request
Click: "Submit Request"
Status: Request created and submitted
Next: Goes to manager for approval
Email: Notification sent to manager
New Request Form:
┌──────────────────────────────────────┐
│ Create New Leave Request │
├──────────────────────────────────────┤
│ │
│ Employee _ │
│ [Search: Maria Santos ▼] │
│ │
│ Department │
│ [Sales (auto-filled)] │
│ Manager │
│ [John Martinez (auto-filled)] │
│ │
│ Leave Type _ │
│ [Annual Leave ▼] │
│ │
│ Start Date _ │
│ [12/20/2025] │
│ │
│ End Date _ │
│ [12/24/2025] │
│ │
│ Number of Days │
│ [5 working days] [Auto-calculated] │
│ │
│ Reason │
│ ┌──────────────────────────────────┐ │
│ │ Family vacation during holiday │ │
│ └──────────────────────────────────┘ │
│ │
│ Additional Notes │
│ ┌──────────────────────────────────┐ │
│ │ │ │
│ └──────────────────────────────────┘ │
│ │
│ Current Leave Balance │
│ Annual Leave: 18 days available │
│ After Request: 13 days remaining ✓ │
│ │
│ [Cancel] [Submit Request] │
└──────────────────────────────────────┘
When to Approve:
How to Approve:
Find Pending Request
Click on Request
Review Details
Add Approval Notes (Optional)
Click "Approve" Button
Confirmation
Approval Decision Matrix:
APPROVE IF:
✓ Request is properly submitted
✓ Leave type is valid
✓ Employee has sufficient balance
✓ Dates don't violate policy
✓ Adequate coverage available
✓ No blackout date issues (or exception approved)
✓ All required documentation provided
✓ No policy violations
CONDITIONALLY APPROVE IF:
⚠ Coverage is tight but manageable
⚠ Blackout date but exception can be granted
⚠ Additional documentation needed (but not critical)
⚠ Request is within policy but unusual
REJECT IF:
✗ Insufficient leave balance
✗ Blackout date and no exception possible
✗ Critical coverage gaps
✗ Policy violation
✗ Missing required documentation
✗ Request timing violates advance notice
When to Reject:
How to Reject:
Find Request to Reject
Click "Reject" Button
Select Rejection Reason
Reason Options:
├─ Insufficient Leave Balance
│ └─ Example: "Only 3 days available, 5 requested"
│
├─ Coverage Gap
│ └─ Example: "Multiple team members absent same dates"
│
├─ Blackout Period
│ └─ Example: "Request conflicts with company blackout"
│
├─ Policy Violation
│ └─ Example: "Does not meet advance notice requirement"
│
├─ Missing Documentation
│ └─ Example: "Medical certificate required for sick leave"
│
├─ Time Conflict
│ └─ Example: "Conflicts with important project deadline"
│
└─ Other (Custom)
└─ Example: "Pending discussion with HR"
Add Detailed Explanation
Suggest Alternatives (Optional)
Click "Reject"
Rejection Form:
┌────────────────────────────────────────┐
│ Reject Leave Request #LR-00244 │
├────────────────────────────────────────┤
│ │
│ Employee: John Doe │
│ Leave Type: Sick Leave (1 day) │
│ Dates: December 5, 2025 │
│ Current Status: Pending │
│ │
│ Rejection Reason _ │
│ [Coverage Gap ▼] │
│ │
│ Detailed Explanation _ │
│ ┌──────────────────────────────────┐ │
│ │ Multiple team members already │ │
│ │ absent on December 5. Request │ │
│ │ would create critical coverage │ │
│ │ gap in customer support team. │ │
│ │ Please request alternative date. │ │
│ └──────────────────────────────────┘ │
│ │
│ Alternative Suggestion (Optional) │
│ ┌──────────────────────────────────┐ │
│ │ Please consider December 8 or 9 │ │
│ │ when coverage allows. │ │
│ └──────────────────────────────────┘ │
│ │
│ [Cancel] [Reject Request] │
└────────────────────────────────────────┘
When to Edit:
How to Edit:
Editable Fields:
Before Approval:
✓ Employee (limited - usually not changed)
✓ Leave Type
✓ Dates
✓ Reason
✓ Additional Notes
✓ Attachments
After Approval:
Limited to:
✓ Notes/Comments (for record keeping)
✗ Dates (would require new request)
✗ Leave Type (would require new request)
To change dates/type: Must cancel and resubmit
When to Cancel:
How to Cancel:
Find Request
Click "Cancel" Button
Confirm Cancellation
Add Notes (Optional)
Confirm
Cancellation Impact:
If Request Was Pending:
├─ No schedule changes
├─ No notification disruption
├─ No balance adjustment needed
└─ Clean cancellation
If Request Was Approved:
├─ Must update team schedule
├─ Notify manager of change
├─ Restore leave balance
├─ Update calendar
└─ Document reason
Leave Type Categories:
Time-Off Leave (Paid):
├─ Annual Leave
├─ Sick Leave (paid portion)
├─ Bereavement Leave
└─ Personal Leave
Special Leave (Paid/Unpaid):
├─ Maternity Leave
├─ Paternity Leave
├─ Adoption Leave
└─ Sabbatical
Conditional Leave (Paid):
├─ Emergency Leave
├─ Compassionate Leave
└─ Study Leave
Unpaid Leave:
├─ Unpaid Personal Leave
├─ Career Break
└─ Leave Without Pay
Annual Leave Rules:
Entitlement Calculation:
Entry Level (0-2 years): 10 days/year
Mid-Level (2-5 years): 15 days/year
Senior (5+ years): 20 days/year
Management (Director+): 25 days/year
Accrual:
Accrued monthly: 1/12 of annual entitlement
Each month adds: Portion of annual days
Example: 15 days/year = 1.25 days/month
Carryover:
Maximum carryover: 5 days
Expiry: December 31 each year
Forfeiture: Days not used by 12/31 are lost
Exception: Can request carryover extension (manager/HR approval)
Usage Rules:
Minimum unit: 0.5 day (half day)
Can split: Yes (e.g., 3 days one week, 2 days another)
Back-to-back: Maximum 20 consecutive days
Advance notice: 2 weeks minimum
Sick Leave Rules:
Entitlement:
Annual: 10 days
Frequency: Per calendar year
Accrual: Non-cumulative (doesn't carry over)
Reset: January 1 annually
Documentation:
1-2 days: Self-certification (no documentation)
3+ days: Medical certificate required
Chronic: May require medical exam
Pattern: Monitored for abuse
Approval Process:
Same-day approval: Not required (notification acceptable)
No advance notice: Not required (emergency use)
Back-up documentation: Can be submitted later
Restrictions:
Cannot be carried over
Cannot be sold back
Cannot be combined with vacation
Personal Leave Rules:
Entitlement: 3 days/year
Usage:
Can be used for personal matters
Doctor's appointments
Administrative tasks
Urgent family needs
No documentation required
Restrictions:
Minimum 1 week advance notice (except emergency)
Limited carryover (typically 1-2 days)
Expiry: December 31
Cannot use during blackout periods (without exception)
Approval:
Department manager approval required
Usually approved if coverage available
Rarely rejected (unless critical timing)
Filter by Status:
Options:
All Statuses
Pending (Awaiting approval)
Approved (Confirmed)
Rejected (Denied)
Cancelled (Withdrawn)
Conditional (Approved with conditions)
Use For: Find requests in specific states
Example: "Show me all pending requests"
Filter by Leave Type:
Options:
All Types
Annual Leave
Sick Leave
Personal Leave
Emergency Leave
Maternity Leave
Paternity Leave
Bereavement Leave
Unpaid Leave
Use For: View specific leave type usage
Example: "Show all sick leave requests this month"
Filter by Department:
Options:
All Departments
Sales
Engineering
HR
Operations
Support
Finance
[+ More departments]
Use For: View department-specific leave
Example: "Show Sales department requests"
Filter by Period:
Options:
Current Month
Current Year
Specific Month
Date Range
Last 30 Days
Last 90 Days
All Time
Use For: Narrow by time
Example: "Show all requests in December 2025"
Filter by Employee:
Options:
All Employees
Specific Employee (search)
Department
Location
Manager
Use For: Focus on individual or group
Example: "Show Maria Santos' requests"
How to Apply Filters:
Search Capabilities:
Employee Name:
Type "Maria" → Find Maria's requests
Type "Santos" → Find by last name
Employee ID:
Type "EMP-00145" → Find specific employee
Request Number:
Type "LR-00245" → Find specific request
Department:
Type "Sales" → Find Sales dept requests
Reason/Notes:
Type "vacation" → Find by keywords in reason
Type "medical" → Find medical-related requests
Date:
Type "12/20/2025" → Find requests with this date
Search Tips:
✅ DO:
- Type at least 3 characters for name
- Use full date (MM/DD/YYYY)
- Search is case-insensitive
- Combine search with filters
❌ DON'T:
- Search with single letter
- Use partial dates
- Expect real-time results (allow 1-2 sec)
Single Approval (Standard):
Employee Submits Request
↓
Department Manager Reviews
├─ Approve → Request Approved ✓
├─ Reject → Request Denied ✗
└─ Escalate → Goes to HR
Used For: Most requests (annual leave, personal)
Typical Timeline: 1-2 days
Multi-Level Approval (Complex):
Employee Submits Request
↓
Department Manager Reviews
├─ If Approved → HR Reviews
│ ├─ Approve → Request Approved ✓
│ ├─ Reject → Request Denied ✗
│ └─ Ask Manager → Back to Manager
│
└─ If Rejected → Return to Employee
Used For: Long leave, special circumstances
Typical Timeline: 3-5 days
Override Process (Emergency):
Employee or Manager Requests Override
↓
HR Director or Admin Reviews
├─ Override Approved → Request Approved ✓
│ (Even if normally would be denied)
│
└─ Override Denied → Request Denied ✗
(Follows standard policy)
Used For: Emergency situations, exceptions
Typical Timeline: Same day (if urgent)
As a Manager Reviewing Requests:
✓ DO:
1. Review promptly (within 24 hours)
2. Check all required information
3. Verify leave balance
4. Assess team coverage
5. Add notes for clarity
6. Approve or reject decisively
7. Communicate with the employee
8. Document reasons and exceptions
9. Follow company policy consistently
10. Escalate when unclear or beyond authority
✗ DON'T:
1. Leave requests pending indefinitely
2. Approve without checking coverage
3. Make undocumented exceptions
4. Share private employee data unnecessarily
5. Delay critical approvals during peak periods
6. Override policy without proper authorization
7. Reject without giving clear reason
8. Ignore escalation procedures
9. Assume balance is correct without verification
10. Approve conflicting requests without mitigation plan
Employee Leave Summary Report
Shows: Individual employee's leave summary
Contains:
- Employee name and ID
- All leave types and balances
- Year-to-date usage
- Upcoming requests
- Carryover status
Example:
Maria Santos (EMP-00145)
Department: Sales
Report Date: December 5, 2025
Leave Balance Summary:
Annual Leave:
Entitlement: 15 days
Carryover: 3 days
Total Available: 18 days
Used in 2025: 14 days
Current Balance: 4 days
Expiry Date: 12/31/2025
Sick Leave:
Annual Entitlement: 10 days
Used in 2025: 3 days
Balance: 7 days
Personal Leave:
Annual Entitlement: 3 days
Used in 2025: 2 days
Balance: 1 day
Expiry: 12/31/2025
Upcoming Requests:
None submitted
Status: Good standing, leave expires soon
Recommendation: Use remaining 4 annual days before 12/31Department Leave Report
Shows: All team member leave for period
Contains:
- All employees in department
- Leave dates and types
- Coverage impact
- Trend analysis
Example:
Sales Department Leave Report
December 2025
Employee Days Requested Approved Dates Status
Maria Santos 5 days 12/20-24 Approved ✓
John Doe 1 day 12/5 Approved ✓
Anna Cruz 2 days 12/10-11 Rejected ✗
Robert Smith 4 days 12/27-30 Approved ✓
Sarah Johnson 1 day 12/15 Approved ✓
Coverage Analysis:
Total Team: 8 employees
On leave this month: 4 employees
Peak absence: 12/20-24 (1 person)
Coverage Status: Adequate
Patterns:
Holiday season increase: Expected
Sick leave: Lower than average
Personal leave: Minimal usageLeave Balance Report
Shows: All employees' current balances
Contains:
- Employee name
- All leave types
- Current balance
- Expiry dates
- Alerts for low/expiring balance
Example:
Leave Balance Report
As of: December 5, 2025
Emp# Name Annual Sick Personal Status
001 John Martinez 8d 7d 1d ✓ Good
002 Maria Santos 4d ⚠ 7d 1d ⚠ ⚠ EXPIRING
003 Anna Cruz 12d 10d 2d ✓ Good
004 Robert Smith 15d 8d 3d ✓ Good
...
⚠ ALERTS:
Low Balance (<5 days):
- Maria Santos: 4 days (expires 12/31)
Expiring Soon:
- Personal leave expires 12/31 for: 5 employees
At Risk of Forfeiture:
- 3 employees with carryover expiring soonLeave Approval Analytics
Shows: Approval patterns and performance
Contains:
- Approval rates by manager
- Average approval time
- Rejection reasons
- Bottlenecks
Example:
Manager Approval Performance
Period: December 2025
Manager Requests Approved Rejected Avg Time Status
John Martinez 15 12 (80%) 3 (20%) 1.2 days ✓ Good
HR Manager 8 7 (87%) 1 (13%) 0.8 days ✓ Excellent
Operations Mgr 12 10 (83%) 2 (17%) 1.5 days ✓ Good
Rejection Analysis:
Top Reasons:
1. Coverage gaps (45%)
2. Insufficient balance (35%)
3. Blackout period (20%)
Bottlenecks:
None identified - approval process flowing wellCompliance Report
Shows: Policy adherence and compliance issues
Contains:
- Policy violations
- Exceptions granted
- Training needs
- Audit trail
Example:
Leave Policy Compliance Report
Period: Q4 2025
Compliance Status: 98% compliant
Violations Found: 2
1. John Doe - Used sick leave without documentation (3 days)
Action: Requested to provide medical certificate
2. Sarah Johnson - Exceeded consecutive day limit (21 days)
Action: Exception granted due to emergency
Exception Documented: Yes ✓
Approval: HR Director
Exceptions Granted: 5
1. Holiday season - Extended blackout exception
2. Emergency leave - Bereavement coverage
3. Medical - Extended sick leave
4. [+ 2 more]
Recommendations:
- Reinforce documentation requirements
- Review exception handling process
- Conduct training on policy updatesIssue 1: Cannot Submit Leave Request
Possible Reasons:
Solutions:
Issue 2: Leave Request Not Appearing in Manager's Queue
Possible Reasons:
Solutions:
Issue 3: Error in Leave Balance Calculation
Possible Reasons:
Solutions:
Issue 4: Unable to Approve or Reject Request
Possible Reasons:
Solutions: