INTRODUCTION
This document serves as a comprehensive guide for supervisors to help them effectively use the leave module within the OrangeHRM system. It provides detailed instructions on how to manage and approve leave requests, track leave balances, and configure leave settings. Step-by-step guidance, along with visual aids, will assist supervisors in navigating the system's functionalities, ensuring a smooth and efficient leave management process for their teams.
Leave Approval: Supervisors can easily approve or reject leave requests from their team members directly through the system, making it more streamlined than manual processes.
Leave Tracking: The module helps supervisors track leave balances, request histories, and approval statuses, ensuring they are informed about the time off taken by their employees.
Leave Notifications: Supervisors receive notifications of upcoming leave requests, allowing them to plan and manage resources effectively.
Avoiding Leave Conflicts: Supervisors can view the leave calendar to ensure no overlapping leave requests occur, maintaining a balance of team availability.
LOGIN
The Supervisors can use the standard login screen to log into the OrangeHRM system.
Step 1 – Enter your OrangeHRM URL address in the browser. The OrangeHRM Login page should look like the one below. In the login panel, enter your username and password and click ‘Login’.
OrangeHRM URL - < Enter your instance URL here >
Image 1: Login Panel
Leave Module
The OrangeHRM Leave module is a comprehensive feature to streamline organizational leave management. It provides HR managers and employees with an intuitive interface to manage leave requests effectively. Additionally, detailed reports and summaries can be exported for record-keeping and analysis. This module simplifies leave administration while maintaining transparency and accessibility for all stakeholders.
Step 01 - Navigate to the Leave Module.
Image 2: Leave Module
As a Supervisor, you will have access to these tabs:
To view your subordinate's leave requests under the Leave List
To Assign Leave
Leave Calendar
Entitlements
How to Assign Leave
In this section, you can assign leave to your subordinates by specifying their name and the desired leave date. Also, you can add a comment. After completing all the required fields, click on the assign button.
Image 3: Assign Leave Tab
Image 4: Assign Leave
How to take action on the Leave List
This is a detailed view of a leave request. From the Leave List view, administrators and approvers can efficiently manage leave requests. Actions such as approving, rejecting, or canceling leave can be performed directly for multi-day leave requests. However, if an action is required for specific days within a multi-day request, it is necessary to access the detailed view of the leave request.
You can view the list of employees who have applied for leave and whose requests are pending your action. You have the option to Approve, Reject, or Cancel the leave.
Image 5: Applied Leave List
Additionally, you can view details related to the leave and any comments added by others. You can also add your comments. Click View Leave Request Comments to review or add comments on a leave request.
Image 6: Leave Request Comments
Leave List Configuration
Click the Configure icon to customize the leave list. Select the columns you want to display and click Save to apply the changes.
In this section, you can filter leave data by parameters such as employee details, job title, location, employment status, and leave type. You can monitor leave statuses such as pending approval, scheduled, taken, rejected, or canceled, ensuring a clear overview of leave.
Image 7: Leave List Configuration
Leave List
In this section, you can filter leave data by parameters such as employee details, job title, location, employment status, and leave type. You can monitor leave statuses such as pending approval, scheduled, taken, rejected, or canceled, ensuring a clear overview of leave.
Image 8: Leave List Search
Take this table as a reference and fill in the following fields to generate the leave list.
| Filter | Description |
| From | Select the start date. |
| To | Select the end date. |
| Employee | Choose the Employee or the Employee whose leave you want to search. |
| Sub Unit | Select the Sub Unit that the Employee belongs to. |
| Location | Search by their location. |
| Leave Type | Choose the type of leave from the dropdown menu. |
| Job Title | Filter by the employee's job title. |
| Employment Status | Select the employment status from the dropdown menu. |
| Job Category | Filter based on the employee's job category. |
| Work schedule | Specify the work schedule for the employee. |
| Cost Center | Search cost center associated with the employee. |
| Attachment Status | Filter based on attachment status. |
| Include Past Employees | Select whether to include leave data for past employees. |
| Only show my Subordinate’s Leave | Select leave information if you want to display only for subordinates. |
| Show leave with Status |
Filter leave records based on their current status
|
Table 1: Filter Leave List
Additionally, you have the option to export a Summary for an overview or Export Details for a leave report. Reset the filters to start a new search.
Leave Calendar
When approving leave, Supervisors can use the Leave Calendar to check the availability of team members and ensure there are no overlapping leave requests. This feature helps maintain smooth team operations by preventing scheduling conflicts.
You can view the leaves that have been taken by an employee for the year. Search the employee's name and click the View button. You will get all the leaves taken by the employee you have selected.
Image 9: Leave Calendar Year
You can view the leaves taken by employees during a certain month, or you can switch to yearly or weekly views if necessary.
Image 10: Leave Calendar Month
You can further narrow down your search by clicking on the filter button. Once you click that, you will have options to filter leave requests further. Take the table below as a reference and fill in the fields.
Image 11: Leave Calendar Filter Button
Image 12: Leave Calendar Filter
After filling in the details, click the “View button” to view the results, or click the “Reset button” to clear the fields and start over.
| Search Criteria | Description |
| Include Past Employees | Select the option to include past employees |
| Hide the leave of the team | Select the option to exclude the leaves taken by the team from the calendar view |
| Employee Name | Select or Search the Employee's Name |
| Sub Unit | Select or search for the sub-unit you want to filter the employees |
| Year | Select the year the calendar displays |
| Month | Select the month the calendar displays |
| Leave Type | Select or Search based on Leave Type |
| Leave Status | Select or Search the Leave status |
| Employment Status | Select the Employment Status from the drop-down menu. |
| Location | Select the Location from the drop-down menu |
| Make the filter default | Save the above filter selection as the default search, which will persist every time the user accesses the employee list |
Table 2: Filter Leave Calendar
Leave Entitlements
The Leave Entitlements section allows you to assign, view, and manage leave entitlements for employees. You can allocate leave based on policies, track balances, and adjust entitlements as needed.
Entitlement List
If the HR admin has granted the accessibility for your role to add the entitlements as the supervisor, you can go to the entitlements screen to view the entitlements for your subordinates. [Note: For certain leave types, when the short-term entitlements are applied, the supervisors can add the entitlements.]
Image 13: Entitlement List
Reports and Analytics
The Leave Reports in OrangeHRM provide valuable insights into team attendance and leave trends. These reports help in tracking leave requests, approving or rejecting leave applications, and ensuring adequate workforce availability. By analyzing leave patterns and entitlements, supervisors can plan workloads efficiently and minimize disruptions. The real-time visibility into employees on leave enables better coordination and decision-making. Additionally, the system ensures compliance with company leave policies, supporting fair and transparent leave management.
These reports help in workforce planning, leave trend analysis, compliance tracking, and efficient leave management across the organization.
Image 14: Leave Reports
You can view the My Leave usage report by going to Leave ->Reports -> My Leave Usage. This triggers the following screen:
Image 15: My Leave Usage Report
The following table will list each of the column names and their functionalities.
| Leave Report Column | Description |
| Leave Type | Shows the name of the leave type |
| Leave Period | By default shows the current leave period. |
| Entitlement (Days) | Shows the current entitlements for the selected employee per leave type. Clicking on the value will take you to the entitlements screen for the specific leave type. |
| Pending Approval (Days) | Shows the leave requests that are under pending review status. |
| Scheduled (Days) | Shows the leave requests that are approved by the supervisor. |
| Taken ( Days) | Shows the number of leave days taken. |
| Net Balance (Days) |
Net leave balance is presented as a tooltip showing a breakdown of available balance and the total overdrawn numbers displayed when you click the Value under the Net Leave Balance. Net Balance = Available Balance - Total Overdrawn |
Table 3: My Leave Usage Report
RESOURCES
This user guide has been designed for OrangeHRM, and for any queries, use the OrangeHRM Help Portal, or for any support matter, drop an email to goldsupport@orangehrm.com
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