This document helps users understand how to use the leave module, including system functionalities, capabilities, and step-by-step procedures for accessing and using the system.
Navigate to the Leave Module and go to the Apply screen.
Apply for Leave
The user needs to log in to the system and select "Apply" from the Leave module. The system navigates to the following screen, as shown below.
The user needs to select the Leave Type and click the Check Leave Balance link to view the balance for the
selected leave type. After that select the dates you want to apply leave for. In the Duration field, you can select Full day, Half-day or Specific time if the Organization policy allows it. Once the user has filled all the data, add a comment if required and click 'Apply'.
In the duration field, if you choose the half-day, you will be prompted to select if it is the 'Morning half' or the 'Evening half'. By selecting the 'Specify Time', the system prompts the user to select the start and end time.
If you are applying for multiple days, you can apply for all days to be partial days. you can select if they are 'Morning half' or the 'Evening half'. Also, it is possible to apply for half days on the starting day, end day or both days.
Assign For Leave
The user can assign leave for the employees by simply clicking the "Assign" leave under the "Leave" Module.
Select Leave-> Assign
The user needs to select the employee to assign the leave and the leave type. Upon selecting the leave type, it is possible to check the leave balance of the selected leave type for that particular employee by clicking the 'Check Leave Balance' link. After that, select the dates you want to apply for the leave. In the Duration field, you can select Full day, Half-day or Specific time if the Organization policy allows it. Once the user has filled all the data, add a comment if required and click 'Assign'.
In the duration field, if you choose the half-day, you will be prompted to select if it is the 'Morning half' or the 'Evening half'. By selecting the 'Specify Time', the system prompts the user to select the start and end time.
If you are applying for multiple days, you can apply for all days to be partial days. you can select if they are 'Morning half' or the 'Evening half'. Also, it is possible to apply for half days on the starting day, end day or both days.
Approve a Leave Request
When an employee applies for leave, the request goes to their supervisor (or an admin) for a decision. Approving a request confirms the time off and updates the employee's leave balance. This article shows supervisors and admins how to approve a pending leave request.
The Leave List is where you act on requests. It is available to Admins and ESS-Supervisors:
Admin: can see and act on leave requests for employees across the organization (a Regional Admin sees only their assigned locations).
Leave statuses
- Pending Approval — the request is waiting for your decision.
- Scheduled — you have approved the request; the leave is booked.
- Taken — the leave dates have passed.
- Rejected — you declined the request.
- Cancelled — the request was cancelled.
Approve a request from the Leave List
Step 1 - Go to Leave > Leave List.
Step 2 - Set Show leave with status to Pending Approval and click Search. You will see the requests waiting for your action.
Step 3 - Find the request you want to act on. In the Actions column you will see the options to Approve, Reject, or Cancel.
Step 4 - Click Approve. The request status changes to Scheduled and the employee is notified.
Note: Approving, rejecting, or cancelling from the Leave List applies to the whole request. If you only need to act on specific days within a multi-day request, open the detailed view instead (see below).
Approve specific days in a multi-day request
Step 1 - In the Leave List, click on the leave record to open its detailed view.
Step 2 - Review each day of the request. Choose the action you want for the relevant day or days.
Step 3 - Click Save. Only the days you actioned are updated; the rest of the request is unchanged.
Review comments before you decide
You can read any comments the employee added, and add your own, before approving.
Step 1 - Click View Leave Request Comments on the request.
Step 2 - Read the existing comments, add your own if needed, and click Save.
View Leave List
By Selecting the "Leave List", admin and supervisor user can view all the leave requests sent from their employees. Users can perform actions for multiple leave requests at once.
Select Leave-> Leave List
The user can filter with the available fields to narrow the employee's leave requests.
User can view the leave applications that they have submitted as well as the leave requests sent by
their subordinates.
You can perform an action over the employee leave requests from the Leave List. Click the Activities drop-down and select cancel if you want to cancel a leave request. If you are a supervisor, you can Approve or Reject your subordinate’s leave requests listed. Once you change the status for leave requests, click Save.
If a leave request came for multiple days, it gets bundled and shown as one record. Because of that, the action is taken over that particular leave request, applicable to all days.
To perform different actions for different days, by clicking the button, expand the request and allows to take different actions for each day.
To add comments to the leave request, by clicking the button, can add a comment to the action performed.
To view the nominees for a leave request, by clicking the button, can view the added nominees.
My Leave
By Selecting the "My Leave", user can view all the leave requests have applied by themselves and the stages ( Cancelled, Scheduled, Pending Approval ... ) of each leave request. The User can cancel the leave request that is there as "Pending Approval" by tapping on a leave request.
Also, User can perform actions for multiple leave requests at once and click "Save".
Select Leave-> My Leave
If a user has applied for multiple days, it gets bundled and shown as one record. Because of that, the action is taken over that particular leave request, applicable to all days.
To perform different actions for different days, by clicking the button, expand the request and allows to take different actions for each day.
To add comments to the leave request, by clicking the button, can add a comment to the action performed.
To view the nominees for a leave request, by clicking the button, can view the added nominees.
Add Entitlement
By navigating to the "Add Entitlement" screen, users can add entitlements for their employees by selecting the employee name from the "Employee" field or add entitlements for multiple employees by ticking off the "Add to Multiple Employees" option. After filling all the information click "Save".
Select Leave-> Entitlements -> Add Entitlements
View Entitlements
The user can view the added entitlements for their employees by navigating to the "Entitlement List" section. First, select the employee name and after that select the "Leave Type".
Select Leave-> Entitlements -> Entitlements List
If the shown entitlements for the particular employee are incorrect, the user can edit the entitlements by clicking the edit option.
My Entitlements
By navigating to the "My Entitlement", user can see the leave types that are entitled and the number of days entitled to him/her self.
Select Leave-> Entitlements -> My Entitlements
Leave Usage
Leave usage can be generated by two categories, by an individual employee or by leave type. If the user select "Employee" as the option from the "Generate For" dropdown, the system requests to enter the employee name. By clicking the "View" button the employee leave usage details are shown below. By clicking the "Export to CSV" user can download data.
Select Leave-> Reports -> Leave Usage
If the user selects the "Leave Type" as the option from the "Generate For" dropdown, the system displays the following filters as shown below. This report shows the utilization of the selected leave type for each employee.
My Leave Usage
This report will give you an overview of the logged user's entitled leave types, the balance, and the usage. The report will be shown for the current leave period by default. If the user wants to see the report for a previous or next period, click the “<” or “>” icons in the top-right of the screen. The user can click the values in the report to view a detailed report for the clicked item. Depending on the value that clicked, it may take the user to the Leave List screen or the My Entitlements screen.
Select Leave-> Reports -> My Leave Usage
Leave Calendar
When the user selects “Leave Calendar ” from the leave module, the system navigates the user to the leave calendar. Leave Calendar allows the user to view who is on leave for the selected date. The availability of information visibility depends according to the user role.
- As a supervisor with having access to view, their employees leave requests with the leave type and
- An employee can only see the leave types of their own leave requests and other's leave requests are shown but leave types are hidden.
Select Leave-> Leave Calendar
for more information about a leave request, the admin/supervisor can drag the cursor to the relevant leave request, the leave request will be expanded and provides more information.
Supervisors can view leave details of their subordinates and also the other leave requests of his/her subunits as well as their personal leave details in the monthly leave calendar.
A supervisor can run search criteria to view their subordinate’s leave details or their personal leave details. By clicking the "Filter" icon the following screen displays with the filters.