How to configure fields in Leave List [Video]
Leave Management includes all ways in which employees apply for time away from work and managers use it to accept or deny leave based on company policies. It is important to have a reliable leave management system for any organization. Many studies have shown a negative impact on employee performance by poor leave management practices. It can also have an enormous impact on the morale of employees and subsequently on the results of their projects. OrangeHRM ‘leave list’ feature is a comprehensive leave list that allows the user to identify whether the employee is complying with the eligibility criterions of the leave type defined by the company and also it allows the identity whether the employee is in accordance with his / her leave balance.
The leave list is available to the Admin and ESS – Supervisors. It shows all leave requests by the employees.
- Global Admin: can see and manage leave application for all employees based in all the locations/regions of the organization.
- Regional Admin: can see and manage leave application for all employees based in all the assigned locations/regions of the organization.
- ESS-Supervisor: can see and manage the leave application of his/her subordinates.
- ESS-Employee: has no access to this feature. In order for them to see leaves list of their own, they have to go to ‘My Leave’ section. (Section 8.6).
To view the leave list, select Leave ->Leave List. Leave List Screen is displayed as follows.
| Leave report column | Description |
| Employee | Shows the employee name |
| Date | Shows the date that the employee has applied for leave. |
| Leave Type | Shows the name of the leave type that the employee has applied |
| Net Balance (Days) |
Net leave balance is displayed as a tooltip with a breakdown of available balance and the total overdrawn numbers displayed when you click the Net Leave Balance. Net Balance = Available Balance - Total Overdrawn |
| Number of Days | Shows the number of days the employee has applied for leave |
| Status | Shows the status of the leave. Ex: Pending approval, Shecduled etc. |
| Action | Admin/Supervisor users can perform actions over the leave requests. |
Net Leave balance
Users can track and analyze employee leave balances based on the number of days taken on leave, with net leave balances being calculated automatically within the system. This field is accessible in the Leave List, Leave Request Details, and Leave Usage Report screens.
For example, For a monthly basis accrual leave type which has 2 days of leave every month, if an employee has applied 5 days of leave in January, if it is around March he/she has the available balance as 6 days and 3 days will be shown as overdraw.
The admin can configure the fields to show in the list and can apply the configurations to all users in the system. Click 
the icon on the top left-hand corner of the list. The configuration screen is displayed as follows. The list can have up to 8 fields.
The user can filter the leave list based on the filtering criteria explained below. The ‘Leave List’ screen
Step 1 – Fill the following filtering criteria.
|
Field |
Description |
|
From/To |
Find requests between specified dates. |
|
Employee |
Leave requests for a specified employee. |
|
Sub Unit |
Leave requests based on departments. |
|
Location |
Leave requests based on Locations. |
|
Leave Type |
Leave requests based on the leave type. |
|
Cost Center |
Requests based on employee cost centre. |
|
Include past employees |
The user has the option to mark this checkbox and get results which include information relating to past employees |
|
Show leave with status |
The user can configure the status either as: ‘All’, ‘Cancelled’, ‘Pending Approval’, ‘Scheduled’, ‘Taken’ and as ‘Rejected’ as well. The user can choose all of these statuses or choose a set of these statuses. |
Step 2 – Click ‘Search’.
Step 3 – The user can export the list to a CSV file. Select ‘Export Summary’ or ‘Export Detail’
By clicking on “Export Summary to CSV”, the following information is captured in a CSV file:
- Start Date
- End Date
- Applied on
- Employee ID
- Employee Name (Full Name)
- Leave Type
- Net Leave Balance
- Number of Days
- Status
- Comments
- Cost Center
Furthermore, the admin user has access to the ‘Nominee’, ‘Details’, ‘ Comments’ by clicking on these icons. Also, the admin user has the ability to download information relating to the employee's leave by clicking the ‘download’ icon. All these icons are available towards the left-hand corner of the leave list. The image below shows these icons.
By clicking 
icon the admin user will be able to edit the notes written by the nominees. The ‘Nominees’ screen is displayed as follows.
By clicking on the leave record the admin user is able to view the ‘Details’ in regards to the leave. If the employee has included any attachments then those attachments will be shown as well. Also, the admin user can select the ‘Action’ which they are intending to take via the pre-defined options in the dropdown and click ‘Save’. The ‘Leave Request Details’’ screen is displayed as follows.
By clicking on the 
icon the admin user will be able to view or edit the ‘Comments’ mentioned by the employee and then click ‘Save’. The ‘Leave Request Comments’’ screen is displayed as follows.
