Version: 1.0
Last updated: December 10, 2025
Welcome to the Team Lead Leave Management System! This guide will help you understand how to review, approve, and manage leave requests from your team members.
What is this system?
The Leave Management system is where you review leave requests submitted by your team members. As a team lead, you play a crucial role in the leave approval workflow:
Your role in the approval process:
Employee Submits Leave Request
↓
[YOU - Team Lead Reviews]
↓
Approve / Reject / Request More Info
↓
Request sent to HR for final approval
↓
Employee notified of final statusAs a Team Lead, you can:
✅ View all leave requests from your team members ✅ Review detailed information about each request ✅ Approve leave requests you support ✅ Reject leave requests that create team issues ✅ Add comments explaining your decision ✅ Check employee leave balance before approving ✅ Filter requests by status, date, or employee ✅ Search for specific team member requests ✅ Export leave data for your records ✅ Track leave patterns and trends
What you cannot do:
❌ Cannot change HR leave policies ❌ Cannot modify approved leave dates after HR approval ❌ Cannot override HR final decisions ❌ Cannot access other team leads' team requests ❌ Cannot delete leave requests (only cancel as employee) ❌ Cannot adjust employee leave balance manually
URL: /tl/leave-request
The Leave Request List is your main page showing all leave requests from your team members in a table format.
Page Layout:
┌─────────────────────────────────────────────────────────────┐
│ FILTER & SEARCH SECTION (Top) │
│ Date Range | Status | Employee | Leave Type | [Filter Btn] │
├─────────────────────────────────────────────────────────────┤
│ LEAVE REQUEST TABLE (Main Content) │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ ID | Employee | Type | Dates | Duration | Status | ... │ │
│ ├─────────────────────────────────────────────────────────┤ │
│ │ Row 1: Jane Doe | Vacation | Dec 10-15 | 5 days | Pend...│ │
│ │ Row 2: John Smith | Sick | Dec 20 | 1 day | Pending │ │
│ │ Row 3: Alice Brown | Personal | Dec 5 | 1 day | Approved│ │
│ └─────────────────────────────────────────────────────────┘ │
├─────────────────────────────────────────────────────────────┤
│ PAGINATION (Bottom) │
│ Showing 1-10 of 25 requests | [< Previous] [1] [2] [Next >] │
└─────────────────────────────────────────────────────────────┘Filter Controls:
From Date (calendar input):
To Date (calendar input):
Status Filter (dropdown):
Employee Filter (dropdown/searchable):
Leave Type Filter (dropdown):
Action Buttons:
Filter Button:
Clear Filters Button:
Export Button (optional):
Refresh Button:
Columns Displayed:
| Column | What It Shows | Example |
|---|---|---|
| Request ID | Unique request number | LR-001234 |
| Employee | Team member name + ID + avatar | Jane Doe (EMP-001) |
| Leave Type | Type of leave requested | Vacation, Sick Leave |
| Date Range | Start date - end date | Dec 10 - Dec 15, 2025 |
| Duration | Number of days requested | 5 days |
| Submitted | When request was submitted | Dec 5, 2025 at 2:30 PM |
| Status | Current approval status | Pending, Approved, Rejected |
| Reason | Why employee needs leave | Family vacation, Doctor appointment |
| Actions | View details or edit | View, Edit, Delete |
Status Badges (Color-Coded):
[Yellow Badge] PENDING — Waiting for your approval
[Green Badge] APPROVED — You approved this
[Red Badge] REJECTED — You rejected this
[Blue Badge] HR APPROVED — HR approved (final)
[Dark Red] HR REJECTED — HR rejected (final)
[Gray Badge] CANCELLED — Employee cancelledTable Features:
If no requests match your filters:
No leave requests found
Try:
- Clearing filters
- Changing date range
- Selecting different status
- Searching different employeeSteps:
The details page shows complete information about a single leave request.
Page Structure:
┌──────────────────────────────────────────┐
│ EMPLOYEE INFO (Top Card) │
│ [Avatar] Jane Doe (EMP-001) │
│ Department: App Tech | Position: Senior Dev
│ Manager: John Smith | Email: jane@... │
├──────────────────────────────────────────┤
│ LEAVE REQUEST DETAILS (Middle Section) │
│ Leave Type: Vacation │
│ Dates: Dec 10 - Dec 15, 2025 │
│ Duration: 5 working days │
│ Reason: Family vacation │
│ Status: Pending │
│ Submitted: Dec 5, 2025 at 2:30 PM │
├──────────────────────────────────────────┤
│ LEAVE BALANCE (If Available) │
│ Total Days: 20 | Used: 12 | Remaining: 8│
│ Requesting: 5 days ✓ (Sufficient) │
├──────────────────────────────────────────┤
│ ATTACHMENTS (If Available) │
│ - doctor_note.pdf │
│ - medical_certificate.pdf │
├──────────────────────────────────────────┤
│ COMMENTS & HISTORY │
│ Previous comments on this request │
├──────────────────────────────────────────┤
│ YOUR DECISION (Bottom Section) │
│ [Approve Button] [Reject Button] │
│ Comment: [Your decision reason] │
│ [Submit Button] │
└──────────────────────────────────────────┘Displays:
Purpose: Confirm you're reviewing the correct employee
Example:
┌─────────────────┐
│ [Avatar] Jane │
│ Jane Doe │
│ EMP-001 │
│ App Tech │
│ Senior Dev │
│ Manager: John │
└─────────────────┘Displays:
Example:
Leave Type: Vacation
Start Date: December 10, 2025
End Date: December 15, 2025
Duration: 5 working days
Reason: Family vacation in Europe
Status: Pending
Submitted: December 5, 2025 at 2:30 PMIf Available, Shows:
Example:
Leave Balance Analysis:
├─ Total Annual Leave: 20 days
├─ Already Used: 12 days
├─ Remaining: 8 days
├─ Requesting: 5 days
└─ Status: ✓ Sufficient balanceWhat to check:
If Employee Provided:
How to view:
Why it matters:
Shows:
Example:
Manager (John Smith) - Dec 5, 2025 at 3:00 PM:
"Project deadline is Dec 20, so this timing works."
HR Specialist (Alice Brown) - Dec 5, 2025 at 3:15 PM:
"Checking leave balance..."Purpose: See discussion context before making decision
For Approval:
For Rejection:
Reasons for Common Rejections:
By Status:
Filter: Status = "Pending"
└─ Shows requests waiting for YOUR approval
Action needed: Review and decide
Filter: Status = "Approved" (by you)
└─ Shows requests you approved
Next step: Sent to HR for review
Filter: Status = "Rejected" (by you)
└─ Shows requests you rejected
Employee notified of your decision
Filter: Status = "HR Approved"
└─ Shows final approvals (HR approved)
Status: Final, no more action needed
Filter: Status = "HR Rejected"
└─ Shows final rejections (HR rejected)
Status: Final decision made by HRBy Employee:
By Date Range:
By Leave Type:
Example Scenario: "Show all pending vacation requests from Jane in December"
Steps:
To reset all filters:
Objective: See all requests waiting for your approval
Time needed: 5-10 minutes
Steps:
Example:
Results: 3 pending leave requests
├─ Jane Doe: Vacation Dec 10-15 (5 days)
├─ John Smith: Sick Leave Dec 20 (1 day)
└─ Alice Brown: Personal Dec 5 (1 day)Next: Click each one to review in detail
Objective: Approve an employee's leave request
Time needed: 3-5 minutes per request
When to approve:
Steps:
Confirmation Message:
✓ Approval submitted successfully
Jane Doe's vacation request (Dec 10-15)
has been APPROVED.
Request sent to HR for final review.
Employee will be notified.Objective: Decline a leave request with clear reason
Time needed: 3-5 minutes per request
When to reject:
Steps:
Rejection Message Sent to Employee:
Your leave request has been REJECTED
Request: Vacation - Dec 10-15, 2025
Reason: Critical project deadline Dec 12.
Team cannot spare developer now.
Suggest alternative dates Dec 20-24.
Please contact your manager (John Smith)
to discuss alternative dates.Employee next steps:
Objective: Quickly locate one person's leave request
Time needed: 1-2 minutes
Steps:
Example:
"Find all of Jane Doe's requests"
1. Employee filter: Select "Jane Doe"
2. Click "Filter"
3. Shows: 5 total requests
- Dec 10-15: Vacation (Approved)
- Dec 20: Sick Leave (Pending - your approval needed)
- Jan 5-10: Vacation (Pending - your approval needed)
- Feb 14: Personal (Rejected by you)
- Mar 1-5: Vacation (Pending)
4. Click on Dec 20 request to review sick leaveObjective: See who's off during a period to assess coverage
Time needed: 5-10 minutes
Steps:
Example:
"Check coverage for December 10-15"
From: Dec 10, 2025
To: Dec 15, 2025
Status: Approved (already approved leaves)
Results: 2 team members off
├─ Jane Doe: Dec 10-15 (Developer) - APPROVED
└─ John Smith: Dec 12-14 (QA) - APPROVED
Coverage Impact:
├─ 2 of 5 team members off (40%)
├─ Missing: 1 Developer, 1 QA
├─ Remaining: 1 Dev, 1 QA, 1 Manager
└─ Assessment: Tight but manageable with priority shift
Decision for Alice Brown's request (Dec 10-15):
REJECT - Cannot afford 3rd person off during this weekObjective: Ask for additional information before deciding
Steps:
Note: Different systems handle this differently:
Objective: Download leave requests for records or sharing
Time needed: 2-3 minutes
Steps:
What's included:
Use cases:
Objective: Identify patterns in team's leave usage
Time needed: 10-15 minutes
Steps:
Example Analysis:
Q4 2025 Leave Analysis:
Month Requests Peak Days Pattern
Oct 3 requests Oct 10-20 Mid-month spike
Nov 2 requests Nov 1-5 Post-holiday
Dec 5 requests Dec 20-31 Year-end spike
Observations:
├─ Jane takes leave spread throughout
├─ John clusters all at year-end
├─ Alice takes minimal leave (4 days total)
├─ Coverage looks balanced overall
├─ No major issues identified
Action: Consider encouraging Alice
to use leave before expiration.What it is: Planned time off for holidays, relaxation, or personal travel
Typical duration: 3-30 days per request
Advance notice needed: Usually 2 weeks or more
Approval criteria:
What to check:
Before approving vacation:
1. Is there a 2+ week notice?
2. Do we have team coverage?
3. Are there project deadlines?
4. Does employee have balance?
5. Are other team members off?Common reasons to reject:
Color code: Usually blue or light blue
Example:
Request: Jane Doe - Vacation
Dates: Dec 10-15, 2025
Duration: 5 working days
Reason: Family reunion in Europe
Your checklist:
├─ Notice given: Dec 5 (5 days notice) ✓
├─ Team size: 5 people
├─ Others off Dec 10-15: None
├─ Projects: All low priority
├─ Balance: 8 days (requesting 5) ✓
├─ Coverage: 4 people remains ✓
DECISION: APPROVE
Comment: "Team coverage adequate,
project timeline allows absence"What it is: Time off due to employee's illness or medical appointment
Typical duration: 1-5 days per request (varies by policy)
Advance notice needed: Often same-day (emergency) or next day
Approval criteria:
What to check:
Before approving sick leave:
1. Is this legitimate illness/medical?
2. Medical certificate for 3+ days?
3. Any pattern (Mondays/Fridays)?
4. Frequency reasonable?
5. Does employee have balance?Medical certificate requirements:
Regarding patterns:
Common reasons to reject:
Color code: Usually green or light green
Example:
Request: John Smith - Sick Leave
Dates: Dec 20, 2025
Duration: 1 day
Reason: Flu/cold (fever)
Your checklist:
├─ Advance notice: Same day ✓
├─ Duration: 1 day (cert not required) ✓
├─ Medical cert: Not needed
├─ Frequency: First sick day in 6 weeks ✓
├─ Balance: 5 days available ✓
├─ Pattern concern: None ✓
DECISION: APPROVE
Comment: "No concerns, standard sick leave"What it is: Time off for personal matters (family issues, appointments, etc.)
Typical duration: 1-3 days per request
Advance notice needed: Usually 1 week
Approval criteria:
What to check:
Before approving personal leave:
1. Is reason legitimate?
2. Team coverage available?
3. Advance notice given?
4. Balance sufficient?
5. Frequency reasonable?Acceptable reasons:
What NOT to approve:
Common reasons to reject:
Color code: Usually yellow or orange
Example:
Request: Alice Brown - Personal Leave
Dates: Dec 5, 2025
Duration: 1 day
Reason: Family appointment (urgent)
Your checklist:
├─ Advance notice: 2 days ✓
├─ Reason: Valid (family appointment) ✓
├─ Duration: 1 day ✓
├─ Balance: 3 days available ✓
├─ Coverage: 4 team members remain ✓
├─ Frequency: 2nd personal day this year ✓
DECISION: APPROVE
Comment: "Legitimate personal need,
team coverage adequate"What it is: Extended leave for birth of child
Typical duration: 8-16 weeks
Advance notice needed: Usually 2-3 months
Approval criteria:
What to check:
Before approving maternity/paternity:
1. Is it documented (expected date)?
2. Is notice 2-3 months?
3. Any company policies?
4. Long-term coverage planned?
5. Benefits continuation verified?Special notes:
Your response:
Color code: Often pink or special color
Example:
Request: Carol White - Maternity Leave
Dates: Jan 1 - Mar 31, 2026 (12 weeks)
Reason: Birth of child (expected Jan 5)
Your checklist:
├─ Advance notice: 6 weeks (good) ✓
├─ Duration: 12 weeks ✓
├─ Documentation: Expected date ✓
├─ Legal requirement: Yes ✓
├─ HR contact: Needed ✓
DECISION: APPROVE
Comment: "Congratulations on baby!
HR handling coverage planning.
Will schedule transition meeting."What it is: Time off due to death of family member
Typical duration: 3-5 days (varies by relationship)
Advance notice needed: Usually same-day (emergency)
Approval criteria:
What to check:
Before approving bereavement:
1. Death in immediate family?
2. Reasonable duration?
3. Offering condolences?
4. Documentation available?
5. Flexibility for follow-up needs?Relationships covered:
Duration by relationship:
Your approach:
Color code: Often dark gray or black
Example:
Request: David Lee - Bereavement Leave
Dates: Dec 18-22, 2025 (5 days)
Reason: Death of father
Your checklist:
├─ Immediate family: Yes (father) ✓
├─ Duration: 5 days (standard) ✓
├─ Documentation: Optional
├─ Team coverage: Can arrange ✓
DECISION: APPROVE
Comment: "My sincere condolences.
Approved. Flexible on exact dates
if needed for arrangements."What it is: Extended time off without salary payment
Typical duration: Days to weeks (varies by policy)
Advance notice needed: Usually 2-4 weeks
Approval criteria:
What to check:
Before approving unpaid leave:
1. What's the reason?
2. Can business absorb absence?
3. Advance notice adequate?
4. Is coverage planned?
5. Payroll implications understood?Common reasons:
Approval conditions:
Rejection reasons:
Color code: Often dark or neutral
Example:
Request: Emma Thompson - Unpaid Leave
Dates: Jan 15 - Feb 28, 2026 (6 weeks)
Reason: Educational sabbatical
Your checklist:
├─ Advance notice: 4 weeks ✓
├─ Reason: Valid (education) ✓
├─ Business impact: High (specialist role)
├─ Coverage: Need to plan
├─ Payroll: 6 weeks unpaid
DECISION: CONDITIONAL APPROVAL
Comment: "Approved pending coverage plan.
Please work with HR on temporary
replacement/workload distribution.
Need plan finalized by Dec 20."What is leave balance?
Leave balance is the number of days an employee has available to take as time off.
Leave Balance Formula:
Annual Allocation (e.g., 20 days)
├─ Minus: Days already taken
├─ Plus/Minus: Adjustments (carrover, forfeit)
└─ Equals: Remaining Balance
Example:
20 days (allocated)
- 12 days (already taken)
= 8 days (remaining)Where to see balance:
Steps:
Example:
Leave Balance Analysis:
Total Annual Vacation Days: 20 days
Days Already Used: 12 days
Remaining Balance: 8 days
Currently Requesting: 5 days
After Approval: 3 days remaining
Status: ✓ Sufficient balanceWhat to approve:
What to consider rejecting:
Insufficient Balance Scenario:
Employee: John Smith
Requesting: 5 days vacation
Available: Only 3 days remaining
OPTIONS:
1. REJECT: Not enough days
Comment: "Only 3 days balance remaining.
Please request for those dates instead."
2. CONDITIONAL APPROVE: Unpaid overflow
Comment: "Approved for 3 paid + 2 unpaid days.
Confirm acceptance of unpaid portion."
3. CHECK POLICY: May have carry-over
Contact HR: Can balance be adjusted?Negative Balance Scenario:
Employee: Alice Brown
Balance: -2 days (from previous year overage)
Requesting: 3 days vacation
ACTION: Refer to HR policy
Comment: "Employee currently has negative balance
from previous year. Approving would require
HR adjustment. Forwarding to HR with request."Important timing:
Your role:
Understand the flow:
Employee Submits Request
↓
[TEAM LEAD STAGE - YOUR ROLE]
├─ You receive notification
├─ Review request details
├─ Check team impact
├─ Make decision (Approve/Reject/Comment)
├─ Add reasoning
└─ Submit decision
↓
HR Review Stage
├─ HR receives submission
├─ HR verifies balance
├─ HR checks policies
├─ HR makes final decision
└─ HR notifies employee
↓
Final Status
├─ Approved by HR: Leave can proceed
├─ Rejected by HR: Leave denied
└─ Employee notified via email + systemWhen approving, you're confirming:
You are NOT confirming:
Clear rejection reasons:
| Reason | Example |
|---|---|
| Coverage shortage | "Only 2 people left in 5-person team" |
| Critical deadline | "Major project launch Dec 15" |
| Insufficient notice | "3 days notice for week-long leave" |
| Missing information | "Medical certificate required" |
| Policy violation | "Cannot exceed 10 consecutive days" |
Don't reject for:
| Bad Reason | Why |
|---|---|
| "I don't want to" | Personal preference (invalid) |
| "No specific reason" | Vague, not professional |
| "Because I said so" | Autocratic, breeds resentment |
| "That time is mine" | Team decision, not personal |
Ask for clarification on:
How to request more info:
Example request:
"Thank you for submitting your leave request.
Before I can approve, I need:
1. Medical certificate for 3-day absence
2. Plan for project coverage (John can handle?)
3. Handover list for pending tasks
Please provide by Dec 7 so I can finalize decision.
Thanks!"Approval message to employee:
APPROVED ✓
Your leave request has been approved!
Details:
- Dates: Dec 10-15, 2025
- Type: Vacation
- Duration: 5 days
- Your Manager: Approved
Next: HR will review for final approval.
You'll be notified of final status by Dec 8.Rejection message to employee:
REJECTED ✗
Your leave request has been declined.
Request: Vacation Dec 10-15, 2025
Reason: Critical project deadline Dec 15.
Team requires full capacity this week.
Alternative: Would Dec 20-24 work instead?
Please discuss with me.
Next: You can resubmit with different dates,
or contact HR to discuss further.Create your checklist:
□ Employee info verified
- Correct person?
- Active employee?
□ Leave details reviewed
- Correct dates?
- Accurate duration?
□ Balance checked
- Sufficient days?
- Positive balance after?
□ Team coverage analyzed
- How many off this period?
- Critical roles covered?
- Minimum staffing met?
□ Project impact assessed
- Any critical deadlines?
- Major milestones?
- Key deliverables?
□ Notice evaluated
- Advance warning given?
- Reasonable notice?
□ Documentation complete
- All attachments?
- Medical certs if needed?
□ Policy compliance checked
- Follows company policy?
- No conflicts?What happens:
Your visibility:
Employee's next expectations:
What employee experiences:
For employee's planning:
Professional courtesy:
Where to find request status:
Status indicators:
PENDING → Waiting for your action
TL APPROVED → You approved, HR reviewing
TL REJECTED → You rejected
HR APPROVED → Final approval, leave confirmed
HR REJECTED → Final rejection, leave denied
CANCELLED → Employee cancelledSituation:
Jane requests 2 weeks vacation Dec 10-25 (your busiest season). Your product launch is Dec 15. Team is already stretched.
Analysis:
Project: Major launch Dec 15
Team size: 5 people
Currently off: 1 person (Dec 5-10)
Jane's request: Dec 10-25 (2 people overlap)
Coverage: Would leave only 3 people
Assessment: INSUFFICIENT COVERAGEYour options:
Option 1: Reject with alternative
"I understand you'd like Dec 10-25 off.
Unfortunately, we have major product launch
Dec 15 and cannot spare you during this week.
I CAN approve Dec 20-25 (after launch).
Or Dec 5-10 (before launch).
Can either of these dates work instead?"
Result: Employee considers alternativesOption 2: Partial approval
"I can approve Dec 20-25 (after launch).
But cannot approve Dec 10-15 (launch week).
Can you adjust your trip to start Dec 20?
This way you get your leave + team has coverage."
Result: Find compromiseOption 3: Reject with explanation
"Approved: NO
Reason: Critical product launch Dec 15.
Cannot spare development team during this week.
Only 3 of 5 people would remain.
Business impact: Too significant.
Alternative: Please request Dec 20-31 instead.
Or if dates fixed: Discuss with me about
unpaid leave possibility or contingency plan.
Next: Happy to discuss in person."
Result: Clear decision, door open for discussionSituation:
Jane, John, and Alice all request Dec 20-22 off. You only need 1 person minimum staff.
Analysis:
Requests: Dec 20-22 (3 days)
Requestors: Jane, John, Alice (all approved)
Team size: 5 people
Minimum needed: 2 people
If all 3 approved: Only 2 people work
If only 2 approved: 3 people work (acceptable)
If only 1 approved: 4 people work (comfortable)
Decision: Can approve maximum 2, reject 1Your approach:
Option 1: First-come-first-served
Process in order received:
1. Jane (submitted Dec 5) → APPROVE
2. John (submitted Dec 6) → APPROVE
3. Alice (submitted Dec 8) → REJECT
Message to Alice:
"Dec 20-22 approved requests limit reached
(2 colleagues already approved for those dates).
Maximum coverage we can spare is 2 people.
Can you choose different dates?
Or discuss alternatives?"Option 2: Priority-based
Evaluate by importance:
- Jane: Critical role, project lead → APPROVE
- John: Backup role, can cover → APPROVE
- Alice: Cross-trained, flexible → REJECT
Message to Alice:
"Dec 20-22 has coverage limits due to other
approved leaves. Your role is more flexible
to defer. Could you choose Dec 27-29 instead?"Option 3: Collaborate approach
Send message to all three:
"Three concurrent requests for same dates.
Team can accommodate 2 but not all 3.
Options:
1. Two approve Dec 20-22, one takes different dates
2. Stagger: Two Dec 20-22, one Dec 25-27
3. Discuss with me to find solution
Who wants to discuss scheduling?"Situation:
David took sick leave:
Pattern: Always ends near weekends
Analysis:
Pattern Assessment:
├─ Frequency: 4 times in 2 weeks (high)
├─ Days: Mix of Monday/Friday (suspicious)
├─ Trend: Increasing (concerning)
└─ Documentation: Medical certs provided? (check)
Concern Level: MEDIUM TO HIGH
Action needed: Discussion requiredYour approach:
For current request:
CONDITIONAL APPROVAL
"I approve your sick leave Dec 12.
However, I need to discuss the frequency
of recent absences.
Four sick days in two weeks is concerning.
Are you okay? Is there a health issue I
should know about?
Let's meet Friday afternoon to discuss.
If ongoing health concern, HR can help
with accommodations or medical leave options.
Please confirm meeting time."Document the conversation:
Meeting with David - Dec 12, 2:00 PM
Discussion: Pattern of frequent sick leave
├─ Dec 2, 5, 9, 12 (4 days in 2 weeks)
├─ Pattern noted: Often near weekends
├─ Employee states: Recurring flu symptoms
├─ Medical verification: Provided for some days
└─ HR involvement: Recommended
Outcome:
├─ Monitor closely for next 2 weeks
├─ Require medical cert for any future 3+ day absences
├─ HR to discuss health accommodations
└─ Follow-up conversation in 2 weeksDon't assume:
Situation:
Dec 20-Jan 10 vacation requested (20+ days). Multiple team members requesting similar timeframe. It's already Dec 8.
Analysis:
Request: Dec 20 - Jan 10 (20+ days)
Timing: Submitted Dec 8 (12 days notice)
Other requests: Multiple for Dec 20-Jan 5
Team size: 5 people
Expected coverage: Very thin
Business closure: Check if company closes
Policy limits: Check max consecutive days
Approval deadline: HR needs 5 days
Assessment: COMPLEX, requires careYour decision framework:
1. Check company policy
├─ Does company close Dec 25-Jan 1? (affects coverage)
├─ Max consecutive days allowed? (policy limit)
└─ Approval deadlines? (time to process)
2. Assess business impact
├─ Can team operate with 1-2 people?
├─ Any ongoing support needed?
└─ Any urgent projects?
3. Evaluate fairness
├─ Have others already taken year-end?
├─ Is this person's turn?
└─ Can multiple take this long?
4. Make decision
├─ APPROVE: With coverage plan
├─ PARTIAL APPROVE: Modified dates
├─ CONDITIONAL APPROVE: On coverage setup
└─ REJECT: With clear alternativeApproval with conditions:
"CONDITIONALLY APPROVED
Your request for Dec 20 - Jan 10 is approved
with the following conditions:
1. Coverage verification:
Please confirm who will handle your critical tasks
(Project X, Client Y support, etc.)
2. Handover documentation:
Prepare transition document by Dec 18
3. Emergency contact:
Establish contact person for critical issues
4. HR processing:
Must be approved by HR by Dec 15
If these conditions can be met by deadlines,
your vacation is confirmed. Otherwise,
we may need to adjust dates.
Let me know your plan by tomorrow. Thanks!"Situation:
Employee submitted leave request for Dec 5-8 (already happened, it's now Dec 10).
Analysis:
Request: Dec 5-8 (already passed)
Submission date: Dec 10 (5 days after)
Reason: Personal emergency
Documentation: None yet
Question: Why submit now?
Possible: Emergency that required time off
Problem: Difficult to verify now
Policy: Usually not allowed
Assessment: REQUIRES CAREFUL REVIEWYour approach:
Step 1: Understand why
Contact employee:
"I see you submitted leave for Dec 5-8
(dates that already occurred).
Can you explain:
1. Why the leave is being submitted now?
2. What was the emergency/situation?
3. Do you have any documentation?
4. Why wasn't notice given beforehand?
Please provide details ASAP."Step 2: Evaluate legitimacy
Scenarios:
LEGITIMATE reasons:
├─ Family emergency (accident, hospitalization)
├─ Personal health crisis (hospitalized)
├─ Major family issue (death in family)
└─ System/HR error (request "lost")
QUESTIONABLE reasons:
├─ "Forgot to submit"
├─ "Thought it would be denied"
├─ "Didn't think it mattered"
├─ Vague/unclear explanations
ILLEGITIMATE:
├─ "Just wanted time off"
├─ "Wanted long weekend"
├─ "Didn't want to ask upfront"Step 3: Make decision
IF legitimate emergency:
CONDITIONAL APPROVAL
"Approved for retroactive Dec 5-8 given
the family emergency circumstances.
Please:
1. Provide documentation (hospital, death cert, etc.)
2. Ensure HR receives this by Friday
3. Understand no pay adjustment for past days
(verify with HR/Payroll)
Contact HR immediately to process."
---
IF questionable:
DISCUSS FIRST
"Before I can approve, we need to discuss
the circumstances. This request came 5 days
after the dates, which is unusual.
Let's meet today so I understand what happened.
We'll determine next steps together.
Can you come to my office at 2pm?"
---
IF clearly inappropriate:
REJECT
"I cannot approve retroactive leave for
Dec 5-8 without advance notice or
emergency circumstances.
Company policy requires leave requests
submitted before or immediately after
unexpected emergencies.
This appears to be submitted well after
the fact. This request is REJECTED.
If there are circumstances I'm unaware of,
please discuss with me and HR."Why it matters:
Best practice:
Example routine:
Morning: Check for new leave requests
Afternoon: Review and approve/reject
End of day: Ensure all pending resolved
This: Takes 15-20 minutes daily
Result: Employees know status quicklyWhy it matters:
Best practice:
Example consistency:
Policy: No more than 2 people off same week
Request 1 (Jane): Dec 10-15 (2 people already off)
Decision: REJECT (would be 3 people)
Request 2 (John): Jan 5-10 (1 person off)
Decision: APPROVE (only 2 people off)
Request 3 (Alice): Jan 5-10 (1 person off)
Decision: APPROVE (only 2 people off)
But reject if would exceed 2 person limit
Consistency: Applied same 2-person rule to allWhy it matters:
Bad reasons:
❌ "No" (no explanation)
❌ "Denied" (not helpful)
❌ "I said so" (autocratic)
❌ Vague: "Timing doesn't work"Good reasons:
✓ "Approved - team coverage confirmed for Dec 10-15"
✓ "Rejected - project deadline Dec 12 requires
your participation. Would Dec 20-24 work?"
✓ "Need more info - medical cert required
for 3-day absence. Please provide by Friday."
✓ "Conditional approval - once you confirm
backup for Project X, this is approved."Why it matters:
Process:
Example check:
Jane requests 5 days vacation
You check balance: 8 days remaining
Message: "Approved your 5-day vacation.
Note that you'll have 3 days remaining
for rest of year. Plan end-of-year coverage."
Result: Employee informed and gratefulWhy it matters:
Coverage planning:
Before approving, ask:
1. Who will handle their work?
2. What are critical tasks?
3. Who has capacity to cover?
4. Need temporary backfill?
5. Can workload be deferred?
Make approval conditional:
"Approved pending coverage plan"Example coverage plan:
Jane: Dec 10-15 vacation
Critical responsibilities:
├─ Project X: John will cover
├─ Client Y support: Alice to handle
├─ Weekly reports: Manager will do
└─ Scheduled meetings: Postpone or delegate
Approval: CONDITIONAL on plan confirmation
Message: "Please confirm John and Alice
can cover before I finalize approval."Why it matters:
What to document:
How system helps:
Personal records:
Keep a brief log:
Date | Employee | Request | Decision | Reason
Dec 5 | Jane Doe | Dec 10-15 | Approved | Coverage OK
Dec 5 | John Smith | Dec 20 | Approved | Standard sick
Dec 8 | Alice B | Dec 10-15 | Rejected | Too many off
Time investment: 2 minutes per request
Value: Protection if questioned laterWhy it matters:
When to communicate:
Example communication:
Team Announcement - Approved Leaves
Hi Team,
Wanted to give you visibility into approved
leaves for December:
Dec 5-10: Carol White (vacation)
Dec 10-15: Jane Doe (vacation)
Dec 20-22: John Smith & Dave Lee (approved)
Coverage Plan:
- Carol's work: Deferred until return
- Jane's work: John covering, Alice backup
- Dec 20-22: Only 3 core team remaining
Please plan accordingly. Happy to discuss
any concerns or coverage questions.
Thanks,
John (Team Lead)Why it matters:
What to monitor:
Trends to track:
├─ Frequency per person
├─ Clustering (same person, different times)
├─ Timing patterns (Mondays, Fridays)
├─ Seasonality (peak times)
├─ Fairness distribution
└─ Comparison to prior periodsExample monitoring:
Monthly leave summary:
Name Nov Dec Trend Notes
Jane 3 5 ↑ UP Increased
John 2 1 ↓ DOWN Using less
Alice 0 2 ↑ NEW Taking after none
Dave 6 4 → SAME Consistent
Observations:
- Jane using more frequently (check if OK)
- Alice starting to use (good - was unused)
- Overall usage reasonable
Action: Nothing urgent, continue monitoringWhy it matters:
Where to be flexible:
Where to be firm:
Flexible communication:
SCENARIO: Employee needs specific dates but
tight coverage for that period
FLEXIBLE approach:
"I understand Dec 10-15 is important for you.
Let me check if we can make it work with some
creative coverage. Can you give me till Friday
to confirm? This might require John to shift
some deliverables, but let me explore it."
Result: Employee feels heard, appreciatedWhen to escalate to HR:
Version: 1.0
Last updated: December 10, 2025
Welcome to the Team Lead Leave Management System! This guide will help you understand how to review, approve, and manage leave requests from your team members.
What is this system?
The Leave Management system is where you review leave requests submitted by your team members. As a team lead, you play a crucial role in the leave approval workflow:
Your role in the approval process:
Employee Submits Leave Request
↓
[YOU - Team Lead Reviews]
↓
Approve / Reject / Request More Info
↓
Request sent to HR for final approval
↓
Employee notified of final statusAs a Team Lead, you can:
✅ View all leave requests from your team members ✅ Review detailed information about each request ✅ Approve leave requests you support ✅ Reject leave requests that create team issues ✅ Add comments explaining your decision ✅ Check employee leave balance before approving ✅ Filter requests by status, date, or employee ✅ Search for specific team member requests ✅ Export leave data for your records ✅ Track leave patterns and trends
What you cannot do:
❌ Cannot change HR leave policies ❌ Cannot modify approved leave dates after HR approval ❌ Cannot override HR final decisions ❌ Cannot access other team leads' team requests ❌ Cannot delete leave requests (only cancel as employee) ❌ Cannot adjust employee leave balance manually
URL: /tl/leave-request
The Leave Request List is your main page showing all leave requests from your team members in a table format.
Page Layout:
┌─────────────────────────────────────────────────────────────┐
│ FILTER & SEARCH SECTION (Top) │
│ Date Range | Status | Employee | Leave Type | [Filter Btn] │
├─────────────────────────────────────────────────────────────┤
│ LEAVE REQUEST TABLE (Main Content) │
│ ┌─────────────────────────────────────────────────────────┐ │
│ │ ID | Employee | Type | Dates | Duration | Status | ... │ │
│ ├─────────────────────────────────────────────────────────┤ │
│ │ Row 1: Jane Doe | Vacation | Dec 10-15 | 5 days | Pend...│ │
│ │ Row 2: John Smith | Sick | Dec 20 | 1 day | Pending │ │
│ │ Row 3: Alice Brown | Personal | Dec 5 | 1 day | Approved│ │
│ └─────────────────────────────────────────────────────────┘ │
├─────────────────────────────────────────────────────────────┤
│ PAGINATION (Bottom) │
│ Showing 1-10 of 25 requests | [< Previous] [1] [2] [Next >] │
└─────────────────────────────────────────────────────────────┘Filter Controls:
From Date (calendar input):
To Date (calendar input):
Status Filter (dropdown):
Employee Filter (dropdown/searchable):
Leave Type Filter (dropdown):
Action Buttons:
Filter Button:
Clear Filters Button:
Export Button (optional):
Refresh Button:
Columns Displayed:
| Column | What It Shows | Example |
|---|---|---|
| Request ID | Unique request number | LR-001234 |
| Employee | Team member name + ID + avatar | Jane Doe (EMP-001) |
| Leave Type | Type of leave requested | Vacation, Sick Leave |
| Date Range | Start date - end date | Dec 10 - Dec 15, 2025 |
| Duration | Number of days requested | 5 days |
| Submitted | When request was submitted | Dec 5, 2025 at 2:30 PM |
| Status | Current approval status | Pending, Approved, Rejected |
| Reason | Why employee needs leave | Family vacation, Doctor appointment |
| Actions | View details or edit | View, Edit, Delete |
Status Badges (Color-Coded):
[Yellow Badge] PENDING — Waiting for your approval
[Green Badge] APPROVED — You approved this
[Red Badge] REJECTED — You rejected this
[Blue Badge] HR APPROVED — HR approved (final)
[Dark Red] HR REJECTED — HR rejected (final)
[Gray Badge] CANCELLED — Employee cancelledTable Features:
If no requests match your filters:
No leave requests found
Try:
- Clearing filters
- Changing date range
- Selecting different status
- Searching different employeeSteps:
The details page shows complete information about a single leave request.
Page Structure:
┌──────────────────────────────────────────┐
│ EMPLOYEE INFO (Top Card) │
│ [Avatar] Jane Doe (EMP-001) │
│ Department: App Tech | Position: Senior Dev
│ Manager: John Smith | Email: jane@... │
├──────────────────────────────────────────┤
│ LEAVE REQUEST DETAILS (Middle Section) │
│ Leave Type: Vacation │
│ Dates: Dec 10 - Dec 15, 2025 │
│ Duration: 5 working days │
│ Reason: Family vacation │
│ Status: Pending │
│ Submitted: Dec 5, 2025 at 2:30 PM │
├──────────────────────────────────────────┤
│ LEAVE BALANCE (If Available) │
│ Total Days: 20 | Used: 12 | Remaining: 8│
│ Requesting: 5 days ✓ (Sufficient) │
├──────────────────────────────────────────┤
│ ATTACHMENTS (If Available) │
│ - doctor_note.pdf │
│ - medical_certificate.pdf │
├──────────────────────────────────────────┤
│ COMMENTS & HISTORY │
│ Previous comments on this request │
├──────────────────────────────────────────┤
│ YOUR DECISION (Bottom Section) │
│ [Approve Button] [Reject Button] │
│ Comment: [Your decision reason] │
│ [Submit Button] │
└──────────────────────────────────────────┘Displays:
Purpose: Confirm you're reviewing the correct employee
Example:
┌─────────────────┐
│ [Avatar] Jane │
│ Jane Doe │
│ EMP-001 │
│ App Tech │
│ Senior Dev │
│ Manager: John │
└─────────────────┘Displays:
Example:
Leave Type: Vacation
Start Date: December 10, 2025
End Date: December 15, 2025
Duration: 5 working days
Reason: Family vacation in Europe
Status: Pending
Submitted: December 5, 2025 at 2:30 PMIf Available, Shows:
Example:
Leave Balance Analysis:
├─ Total Annual Leave: 20 days
├─ Already Used: 12 days
├─ Remaining: 8 days
├─ Requesting: 5 days
└─ Status: ✓ Sufficient balanceWhat to check:
If Employee Provided:
How to view:
Why it matters:
Shows:
Example:
Manager (John Smith) - Dec 5, 2025 at 3:00 PM:
"Project deadline is Dec 20, so this timing works."
HR Specialist (Alice Brown) - Dec 5, 2025 at 3:15 PM:
"Checking leave balance..."Purpose: See discussion context before making decision
For Approval:
For Rejection:
Reasons for Common Rejections:
By Status:
Filter: Status = "Pending"
└─ Shows requests waiting for YOUR approval
Action needed: Review and decide
Filter: Status = "Approved" (by you)
└─ Shows requests you approved
Next step: Sent to HR for review
Filter: Status = "Rejected" (by you)
└─ Shows requests you rejected
Employee notified of your decision
Filter: Status = "HR Approved"
└─ Shows final approvals (HR approved)
Status: Final, no more action needed
Filter: Status = "HR Rejected"
└─ Shows final rejections (HR rejected)
Status: Final decision made by HRBy Employee:
By Date Range:
By Leave Type:
Example Scenario: "Show all pending vacation requests from Jane in December"
Steps:
To reset all filters:
Objective: See all requests waiting for your approval
Time needed: 5-10 minutes
Steps:
Example:
Results: 3 pending leave requests
├─ Jane Doe: Vacation Dec 10-15 (5 days)
├─ John Smith: Sick Leave Dec 20 (1 day)
└─ Alice Brown: Personal Dec 5 (1 day)Next: Click each one to review in detail
Objective: Approve an employee's leave request
Time needed: 3-5 minutes per request
When to approve:
Steps:
Confirmation Message:
✓ Approval submitted successfully
Jane Doe's vacation request (Dec 10-15)
has been APPROVED.
Request sent to HR for final review.
Employee will be notified.Objective: Decline a leave request with clear reason
Time needed: 3-5 minutes per request
When to reject:
Steps:
Rejection Message Sent to Employee:
Your leave request has been REJECTED
Request: Vacation - Dec 10-15, 2025
Reason: Critical project deadline Dec 12.
Team cannot spare developer now.
Suggest alternative dates Dec 20-24.
Please contact your manager (John Smith)
to discuss alternative dates.Employee next steps:
Objective: Quickly locate one person's leave request
Time needed: 1-2 minutes
Steps:
Example:
"Find all of Jane Doe's requests"
1. Employee filter: Select "Jane Doe"
2. Click "Filter"
3. Shows: 5 total requests
- Dec 10-15: Vacation (Approved)
- Dec 20: Sick Leave (Pending - your approval needed)
- Jan 5-10: Vacation (Pending - your approval needed)
- Feb 14: Personal (Rejected by you)
- Mar 1-5: Vacation (Pending)
4. Click on Dec 20 request to review sick leaveObjective: See who's off during a period to assess coverage
Time needed: 5-10 minutes
Steps:
Example:
"Check coverage for December 10-15"
From: Dec 10, 2025
To: Dec 15, 2025
Status: Approved (already approved leaves)
Results: 2 team members off
├─ Jane Doe: Dec 10-15 (Developer) - APPROVED
└─ John Smith: Dec 12-14 (QA) - APPROVED
Coverage Impact:
├─ 2 of 5 team members off (40%)
├─ Missing: 1 Developer, 1 QA
├─ Remaining: 1 Dev, 1 QA, 1 Manager
└─ Assessment: Tight but manageable with priority shift
Decision for Alice Brown's request (Dec 10-15):
REJECT - Cannot afford 3rd person off during this weekObjective: Ask for additional information before deciding
Steps:
Note: Different systems handle this differently:
Objective: Download leave requests for records or sharing
Time needed: 2-3 minutes
Steps:
What's included:
Use cases:
Objective: Identify patterns in team's leave usage
Time needed: 10-15 minutes
Steps:
Example Analysis:
Q4 2025 Leave Analysis:
Month Requests Peak Days Pattern
Oct 3 requests Oct 10-20 Mid-month spike
Nov 2 requests Nov 1-5 Post-holiday
Dec 5 requests Dec 20-31 Year-end spike
Observations:
├─ Jane takes leave spread throughout
├─ John clusters all at year-end
├─ Alice takes minimal leave (4 days total)
├─ Coverage looks balanced overall
├─ No major issues identified
Action: Consider encouraging Alice
to use leave before expiration.What it is: Planned time off for holidays, relaxation, or personal travel
Typical duration: 3-30 days per request
Advance notice needed: Usually 2 weeks or more
Approval criteria:
What to check:
Before approving vacation:
1. Is there a 2+ week notice?
2. Do we have team coverage?
3. Are there project deadlines?
4. Does employee have balance?
5. Are other team members off?Common reasons to reject:
Color code: Usually blue or light blue
Example:
Request: Jane Doe - Vacation
Dates: Dec 10-15, 2025
Duration: 5 working days
Reason: Family reunion in Europe
Your checklist:
├─ Notice given: Dec 5 (5 days notice) ✓
├─ Team size: 5 people
├─ Others off Dec 10-15: None
├─ Projects: All low priority
├─ Balance: 8 days (requesting 5) ✓
├─ Coverage: 4 people remains ✓
DECISION: APPROVE
Comment: "Team coverage adequate,
project timeline allows absence"What it is: Time off due to employee's illness or medical appointment
Typical duration: 1-5 days per request (varies by policy)
Advance notice needed: Often same-day (emergency) or next day
Approval criteria:
What to check:
Before approving sick leave:
1. Is this legitimate illness/medical?
2. Medical certificate for 3+ days?
3. Any pattern (Mondays/Fridays)?
4. Frequency reasonable?
5. Does employee have balance?Medical certificate requirements:
Regarding patterns:
Common reasons to reject:
Color code: Usually green or light green
Example:
Request: John Smith - Sick Leave
Dates: Dec 20, 2025
Duration: 1 day
Reason: Flu/cold (fever)
Your checklist:
├─ Advance notice: Same day ✓
├─ Duration: 1 day (cert not required) ✓
├─ Medical cert: Not needed
├─ Frequency: First sick day in 6 weeks ✓
├─ Balance: 5 days available ✓
├─ Pattern concern: None ✓
DECISION: APPROVE
Comment: "No concerns, standard sick leave"What it is: Time off for personal matters (family issues, appointments, etc.)
Typical duration: 1-3 days per request
Advance notice needed: Usually 1 week
Approval criteria:
What to check:
Before approving personal leave:
1. Is reason legitimate?
2. Team coverage available?
3. Advance notice given?
4. Balance sufficient?
5. Frequency reasonable?Acceptable reasons:
What NOT to approve:
Common reasons to reject:
Color code: Usually yellow or orange
Example:
Request: Alice Brown - Personal Leave
Dates: Dec 5, 2025
Duration: 1 day
Reason: Family appointment (urgent)
Your checklist:
├─ Advance notice: 2 days ✓
├─ Reason: Valid (family appointment) ✓
├─ Duration: 1 day ✓
├─ Balance: 3 days available ✓
├─ Coverage: 4 team members remain ✓
├─ Frequency: 2nd personal day this year ✓
DECISION: APPROVE
Comment: "Legitimate personal need,
team coverage adequate"What it is: Extended leave for birth of child
Typical duration: 8-16 weeks
Advance notice needed: Usually 2-3 months
Approval criteria:
What to check:
Before approving maternity/paternity:
1. Is it documented (expected date)?
2. Is notice 2-3 months?
3. Any company policies?
4. Long-term coverage planned?
5. Benefits continuation verified?Special notes:
Your response:
Color code: Often pink or special color
Example:
Request: Carol White - Maternity Leave
Dates: Jan 1 - Mar 31, 2026 (12 weeks)
Reason: Birth of child (expected Jan 5)
Your checklist:
├─ Advance notice: 6 weeks (good) ✓
├─ Duration: 12 weeks ✓
├─ Documentation: Expected date ✓
├─ Legal requirement: Yes ✓
├─ HR contact: Needed ✓
DECISION: APPROVE
Comment: "Congratulations on baby!
HR handling coverage planning.
Will schedule transition meeting."What it is: Time off due to death of family member
Typical duration: 3-5 days (varies by relationship)
Advance notice needed: Usually same-day (emergency)
Approval criteria:
What to check:
Before approving bereavement:
1. Death in immediate family?
2. Reasonable duration?
3. Offering condolences?
4. Documentation available?
5. Flexibility for follow-up needs?Relationships covered:
Duration by relationship:
Your approach:
Color code: Often dark gray or black
Example:
Request: David Lee - Bereavement Leave
Dates: Dec 18-22, 2025 (5 days)
Reason: Death of father
Your checklist:
├─ Immediate family: Yes (father) ✓
├─ Duration: 5 days (standard) ✓
├─ Documentation: Optional
├─ Team coverage: Can arrange ✓
DECISION: APPROVE
Comment: "My sincere condolences.
Approved. Flexible on exact dates
if needed for arrangements."What it is: Extended time off without salary payment
Typical duration: Days to weeks (varies by policy)
Advance notice needed: Usually 2-4 weeks
Approval criteria:
What to check:
Before approving unpaid leave:
1. What's the reason?
2. Can business absorb absence?
3. Advance notice adequate?
4. Is coverage planned?
5. Payroll implications understood?Common reasons:
Approval conditions:
Rejection reasons:
Color code: Often dark or neutral
Example:
Request: Emma Thompson - Unpaid Leave
Dates: Jan 15 - Feb 28, 2026 (6 weeks)
Reason: Educational sabbatical
Your checklist:
├─ Advance notice: 4 weeks ✓
├─ Reason: Valid (education) ✓
├─ Business impact: High (specialist role)
├─ Coverage: Need to plan
├─ Payroll: 6 weeks unpaid
DECISION: CONDITIONAL APPROVAL
Comment: "Approved pending coverage plan.
Please work with HR on temporary
replacement/workload distribution.
Need plan finalized by Dec 20."What is leave balance?
Leave balance is the number of days an employee has available to take as time off.
Leave Balance Formula:
Annual Allocation (e.g., 20 days)
├─ Minus: Days already taken
├─ Plus/Minus: Adjustments (carrover, forfeit)
└─ Equals: Remaining Balance
Example:
20 days (allocated)
- 12 days (already taken)
= 8 days (remaining)Where to see balance:
Steps:
Example:
Leave Balance Analysis:
Total Annual Vacation Days: 20 days
Days Already Used: 12 days
Remaining Balance: 8 days
Currently Requesting: 5 days
After Approval: 3 days remaining
Status: ✓ Sufficient balanceWhat to approve:
What to consider rejecting:
Insufficient Balance Scenario:
Employee: John Smith
Requesting: 5 days vacation
Available: Only 3 days remaining
OPTIONS:
1. REJECT: Not enough days
Comment: "Only 3 days balance remaining.
Please request for those dates instead."
2. CONDITIONAL APPROVE: Unpaid overflow
Comment: "Approved for 3 paid + 2 unpaid days.
Confirm acceptance of unpaid portion."
3. CHECK POLICY: May have carry-over
Contact HR: Can balance be adjusted?Negative Balance Scenario:
Employee: Alice Brown
Balance: -2 days (from previous year overage)
Requesting: 3 days vacation
ACTION: Refer to HR policy
Comment: "Employee currently has negative balance
from previous year. Approving would require
HR adjustment. Forwarding to HR with request."Important timing:
Your role:
Understand the flow:
Employee Submits Request
↓
[TEAM LEAD STAGE - YOUR ROLE]
├─ You receive notification
├─ Review request details
├─ Check team impact
├─ Make decision (Approve/Reject/Comment)
├─ Add reasoning
└─ Submit decision
↓
HR Review Stage
├─ HR receives submission
├─ HR verifies balance
├─ HR checks policies
├─ HR makes final decision
└─ HR notifies employee
↓
Final Status
├─ Approved by HR: Leave can proceed
├─ Rejected by HR: Leave denied
└─ Employee notified via email + systemWhen approving, you're confirming:
You are NOT confirming:
Clear rejection reasons:
| Reason | Example |
|---|---|
| Coverage shortage | "Only 2 people left in 5-person team" |
| Critical deadline | "Major project launch Dec 15" |
| Insufficient notice | "3 days notice for week-long leave" |
| Missing information | "Medical certificate required" |
| Policy violation | "Cannot exceed 10 consecutive days" |
Don't reject for:
| Bad Reason | Why |
|---|---|
| "I don't want to" | Personal preference (invalid) |
| "No specific reason" | Vague, not professional |
| "Because I said so" | Autocratic, breeds resentment |
| "That time is mine" | Team decision, not personal |
Ask for clarification on:
How to request more info:
Example request:
"Thank you for submitting your leave request.
Before I can approve, I need:
1. Medical certificate for 3-day absence
2. Plan for project coverage (John can handle?)
3. Handover list for pending tasks
Please provide by Dec 7 so I can finalize decision.
Thanks!"Approval message to employee:
APPROVED ✓
Your leave request has been approved!
Details:
- Dates: Dec 10-15, 2025
- Type: Vacation
- Duration: 5 days
- Your Manager: Approved
Next: HR will review for final approval.
You'll be notified of final status by Dec 8.Rejection message to employee:
REJECTED ✗
Your leave request has been declined.
Request: Vacation Dec 10-15, 2025
Reason: Critical project deadline Dec 15.
Team requires full capacity this week.
Alternative: Would Dec 20-24 work instead?
Please discuss with me.
Next: You can resubmit with different dates,
or contact HR to discuss further.Create your checklist:
□ Employee info verified
- Correct person?
- Active employee?
□ Leave details reviewed
- Correct dates?
- Accurate duration?
□ Balance checked
- Sufficient days?
- Positive balance after?
□ Team coverage analyzed
- How many off this period?
- Critical roles covered?
- Minimum staffing met?
□ Project impact assessed
- Any critical deadlines?
- Major milestones?
- Key deliverables?
□ Notice evaluated
- Advance warning given?
- Reasonable notice?
□ Documentation complete
- All attachments?
- Medical certs if needed?
□ Policy compliance checked
- Follows company policy?
- No conflicts?What happens:
Your visibility:
Employee's next expectations:
What employee experiences:
For employee's planning:
Professional courtesy:
Where to find request status:
Status indicators:
PENDING → Waiting for your action
TL APPROVED → You approved, HR reviewing
TL REJECTED → You rejected
HR APPROVED → Final approval, leave confirmed
HR REJECTED → Final rejection, leave denied
CANCELLED → Employee cancelledSituation:
Jane requests 2 weeks vacation Dec 10-25 (your busiest season). Your product launch is Dec 15. Team is already stretched.
Analysis:
Project: Major launch Dec 15
Team size: 5 people
Currently off: 1 person (Dec 5-10)
Jane's request: Dec 10-25 (2 people overlap)
Coverage: Would leave only 3 people
Assessment: INSUFFICIENT COVERAGEYour options:
Option 1: Reject with alternative
"I understand you'd like Dec 10-25 off.
Unfortunately, we have major product launch
Dec 15 and cannot spare you during this week.
I CAN approve Dec 20-25 (after launch).
Or Dec 5-10 (before launch).
Can either of these dates work instead?"
Result: Employee considers alternativesOption 2: Partial approval
"I can approve Dec 20-25 (after launch).
But cannot approve Dec 10-15 (launch week).
Can you adjust your trip to start Dec 20?
This way you get your leave + team has coverage."
Result: Find compromiseOption 3: Reject with explanation
"Approved: NO
Reason: Critical product launch Dec 15.
Cannot spare development team during this week.
Only 3 of 5 people would remain.
Business impact: Too significant.
Alternative: Please request Dec 20-31 instead.
Or if dates fixed: Discuss with me about
unpaid leave possibility or contingency plan.
Next: Happy to discuss in person."
Result: Clear decision, door open for discussionSituation:
Jane, John, and Alice all request Dec 20-22 off. You only need 1 person minimum staff.
Analysis:
Requests: Dec 20-22 (3 days)
Requestors: Jane, John, Alice (all approved)
Team size: 5 people
Minimum needed: 2 people
If all 3 approved: Only 2 people work
If only 2 approved: 3 people work (acceptable)
If only 1 approved: 4 people work (comfortable)
Decision: Can approve maximum 2, reject 1Your approach:
Option 1: First-come-first-served
Process in order received:
1. Jane (submitted Dec 5) → APPROVE
2. John (submitted Dec 6) → APPROVE
3. Alice (submitted Dec 8) → REJECT
Message to Alice:
"Dec 20-22 approved requests limit reached
(2 colleagues already approved for those dates).
Maximum coverage we can spare is 2 people.
Can you choose different dates?
Or discuss alternatives?"Option 2: Priority-based
Evaluate by importance:
- Jane: Critical role, project lead → APPROVE
- John: Backup role, can cover → APPROVE
- Alice: Cross-trained, flexible → REJECT
Message to Alice:
"Dec 20-22 has coverage limits due to other
approved leaves. Your role is more flexible
to defer. Could you choose Dec 27-29 instead?"Option 3: Collaborate approach
Send message to all three:
"Three concurrent requests for same dates.
Team can accommodate 2 but not all 3.
Options:
1. Two approve Dec 20-22, one takes different dates
2. Stagger: Two Dec 20-22, one Dec 25-27
3. Discuss with me to find solution
Who wants to discuss scheduling?"Situation:
David took sick leave:
Pattern: Always ends near weekends
Analysis:
Pattern Assessment:
├─ Frequency: 4 times in 2 weeks (high)
├─ Days: Mix of Monday/Friday (suspicious)
├─ Trend: Increasing (concerning)
└─ Documentation: Medical certs provided? (check)
Concern Level: MEDIUM TO HIGH
Action needed: Discussion requiredYour approach:
For current request:
CONDITIONAL APPROVAL
"I approve your sick leave Dec 12.
However, I need to discuss the frequency
of recent absences.
Four sick days in two weeks is concerning.
Are you okay? Is there a health issue I
should know about?
Let's meet Friday afternoon to discuss.
If ongoing health concern, HR can help
with accommodations or medical leave options.
Please confirm meeting time."Document the conversation:
Meeting with David - Dec 12, 2:00 PM
Discussion: Pattern of frequent sick leave
├─ Dec 2, 5, 9, 12 (4 days in 2 weeks)
├─ Pattern noted: Often near weekends
├─ Employee states: Recurring flu symptoms
├─ Medical verification: Provided for some days
└─ HR involvement: Recommended
Outcome:
├─ Monitor closely for next 2 weeks
├─ Require medical cert for any future 3+ day absences
├─ HR to discuss health accommodations
└─ Follow-up conversation in 2 weeksDon't assume: