Manage leave requests
Follow every leave request, apply or cancel leave for an employee, see who's away and report on leave.
Before you start
- Set up leaveLeave types and balances must exist before there are requests to manage.
- Set up employees and supervisorsRequests are listed by employee, department and supervisor, all taken from the employee record.
In this article
HR has its own leave screens under HR › Leave. They show every request at every stage, let you act for an employee who can't apply themselves, and give you the figures to plan cover.
The leave screens
| Screen | What it's for |
|---|---|
| Dashboard | The totals (requests, pending, approved, rejected, days used and left), links to every leave screen and How a request moves. |
| All Leaves | Every request at every stage, with filters and Export. |
| Employee Applications | One employee's whole leave history. Edit or cancel a request on their behalf. |
| Apply for Leave | Apply for leave for any employee. |
| Pending Approvals | Requests waiting for a supervisor. HR can approve them here when the supervisor can't. See Approve leave. |
| HR Final Approvals | Requests waiting for HR. See Give HR approval for leave. |
| Approved Leaves | Everything approved, who's On leave today and who's Starting in 14 days. |
| Leave Balance | Each employee's days, plus Fill missing and Carry forward. See Set up leave. |
| Reports & Analytics | Leave by month, type and department, who's away, top takers and balance use, for any year. |
Steps
Find any request in All Leaves
Go to HR › Leave › All Leaves.
- Status tabs: All, Pending (with the supervisor), With HR, Approved, Rejected and Cancelled.
- Search by name, staff ID, department or reason, and filter by leave type and emergency.
- Export downloads the requests as an Excel file.
- The tracker on each card shows where the request is: submitted, supervisor, HR.
Select the eye icon on a card to see the full request.
Apply for leave on an employee's behalf
Go to HR › Leave › Apply for Leave. The form is the same one employees use (see Apply for leave), with one extra field at the top: Employee. Search for the employee, then fill in the leave type, dates, reason and cover, and select Submit request.
The request goes to the employee's own supervisor, exactly as if they had applied.
Edit or cancel a request for an employee
Go to HR › Leave › Employee Applications and choose the employee under Viewing leave for.
- Edit request (pencil): change the dates, reason, cover or attachment. Only requests still waiting for the supervisor can be changed, and the leave type can't be changed.
- Cancel request: withdraw a request. A request can be cancelled up to the day before the leave starts, even after it has been approved. If HR had already approved it, the days go back to the employee's balance.
The employee is notified when a request is cancelled.
See who's away and report on leave
- Approved Leaves shows who's On leave today and who's Starting in 14 days, so you can plan cover. Filter by leave type and month, and export the list.
- Reports & Analytics shows Leave days by month, By leave type, By department, Balance use by department, who's away now and in the next 30 days, and top leave takers. Choose the year, department and leave type at the top. Export the full register or the top takers to Excel.
What employees and managers see
- Employees see requests HR made or changed for them in Track your leave, with the same status.
- Supervisors see requests HR applied for on an employee's behalf in their own queue: see Approve leave.