# Leaves
the module ensures transparency, accuracy, and easy record-keeping across the organization.
**General Concept of Leaves :**
The Leave Module helps employees request and track their leaves digitally.
Superadmins can view, approve, or reject employee leave applications.
The system maintains complete records of all leave types — including Casual, Sick, and Unpaid leaves — with real-time status updates.
#### **Leaves for Superadmins :**
Superadmins have complete access to all employee leave data. They can view pending requests, approve/reject leaves, check balances, apply filters, and export reports.
Superadmins can also manually add or adjust leaves for any employee as required.
**Features :**
Superadmins have access to the following controls on the Leave screen:
**1. Pending Response & All Leaves**\
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**Pending Response**: Displays all leave requests awaiting approval.
* **Employee ID** – Displays the unique identification number of the employee.
* **Employee** – Displays the name of the employee who applied for leave.
* **Start Date** – Displays the start date of the leave.
* **End Date** – Displays the end date of the leave.
* **Type** – Displays the type of leave applied (e.g., Sick Leave, Casual Leave).
* **Reason** – Displays the reason provided by the employee for the leave.
* **Day Type** – Displays whether the leave is for a full day or half day.
* **Attachment** – Displays whether any supporting document is attached.
* **Status** – Displays the current status of the leave request (Approved / Rejected).
**2.All Leaves:** Shows the complete leave record of all employees, including\
approved, pending, and rejected requests.
* **Employee ID** – Displays the unique identification number of the employee.
* **Employee** – Displays the name of the employee who applied for leave.
* **Start Date** – Displays the start date of the leave.
* **End Date** – Displays the end date of the leave.
* **Type** – Displays the type of leave applied (e.g., Sick Leave, Casual Leave).
* **Reason** – Displays the reason provided by the employee for the leave.
* **Day Type** – Displays whether the leave is for a full day or half day.
* **Attachment** – Displays whether any supporting document is attached.
* **Status** – Displays the current status of the leave request (Approved / Rejected).
**2. Transaction :**
**Use this section to track and manage all manual leave adjustments made by the admin.**\
It provides a complete audit trail of leave credits or debits (extra or reduced leaves/hours) applied to employees, along with the reason, date, and responsible action. This helps ensure transparency, accuracy, and compliance in leave management.
**Typical use cases:**
Displays all leave-related adjustments made by the admin.
Includes credits or debits (extra or fewer leaves/hours).
#### Columns Displayed
* **Employee ID** – Displays the unique ID of the employee.
* **Employee Name** – Displays the employee’s name.
* **Type of Leave** – Displays the leave type for which the adjustment is made.
* **Month** – Displays the month for which the adjustment applies.
* **Credit / Debit** – Indicates whether leave is added or deducted.
* **Reason for Transaction** – Displays the reason for the leave adjustment.
* **Updated At (Date & Time)** – Displays the date and time when the adjustment was made.
* **Action (Edit/Delete)** – Allows the admin to edit or delete the adjustment record
**Add Leave Transaction:**
Admins can manually adjust an employee’s leave balance by adding a leave transaction.
To add a transaction, click the **Add** button. A dialog box will open requesting the following details:
* **Employee Name** – Selects the employee for whom the leave adjustment is made.
* **Leave Type** – Selects the type of leave being adjusted.
* **Transaction Type (Addition / Deduction)** – Specifies whether leave days are added or deducted.
* **Date** – Specifies the date of the leave adjustment.
* **Days** – Specifies the number of leave days to be added or deducted.
* **Reason** – Captures the reason for the leave adjustment.
* **Apply** – Saves and applies the leave adjustment transaction.
**Compensatory Off (COFF):**\
COFF leave is **auto-incremented by the system** based on eligible extra working days, as per company policy. Manual addition is not required.
**Note:**\
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COFF balances are generated automatically, while adjustments for other leave types must be performed manually by the admin.
#### Import :
This section is used to import leave credit or debit transactions in bulk
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The **Import** option allows the Super Admin to upload leave transactions in bulk.\
Click **Import**, select the required file using the **Choose File** option, and then proceed to import the data. The system will process the uploaded leave transactions accordingly.\
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**Download Sample File** – Downloads a predefined template to enter leave transaction details in the correct format.
#### Selection Fields
* **Company** – Selects the company for which leave transactions are being imported.
* **Location** – Import to the selected location.
* **Department** – Import to employees of the selected department.
* **Download Import Sample File** – Downloads the import template based on the selected company, location, and department.
#### Filter :
The **Filter** option helps narrow down leave transaction records based on specific criteria.
Leaves can be filtered by:
* **Month** – Filters records for the selected month.
* **Year** – Filters records for the selected year.
* **Employee** – Filters records for the selected employee.
This makes it easier to review and manage leave transactions for a selected period or employee.
**3. Balance :**\
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**Use this section to view the current leave status of every employee at a glance.**\
It shows how many leaves are allocated, consumed, and remaining for each leave type, helping HR and managers make informed decisions on approvals and planning.
**Displays leave balances for every employee.**
* **Sr. No.** – Displays the serial number of the record.
* **Employee Name** – Displays the name of the employee.
* **Casual Leave (Given / Consumed / Available)** – Shows total casual leave allotted, used, and remaining.
* **Sick Leave (Given / Consumed / Available)** – Shows total sick leave allotted, used, and remaining.
* **Privilege Leave (Given / Consumed / Available)** – Shows total privilege leave allotted, used, and remaining.
* **Compensatory Leave (Given / Consumed / Available)** – Shows total compensatory leave allotted, used, and remaining.
**Filter :**
* **Employee Name** – Filters records for the selected employee.
* **From Month** – Filters records starting from the selected month.
* **To Month** – Filters records up to the selected month.
* **Clear Filter** – Removes all applied filters and resets the data view.
**Export:**
Allows exporting of leave Balance data in for reporting or record \
maintenance.
#### 4. Filter :
* **Search (keyword-based search)** – Allows you to quickly find leave records using keywords such as employee name, leave type, or request details.
* **From Date / To Date** – Filters leave requests based on the selected date range.
* **Employee** – Displays leave records for a specific employee only.
* **Leave Type** – Filters requests by the type of leave (Casual, Sick, Privilege, Compensatory, etc.).
* **Day Type (Full Day / Half Day, etc.)** – Filters leave records based on whether the leave was applied for a full day, half day, or other configured day types.
* **Status (Pending / Approved / Rejected)** – Shows leave requests according to their current approval status.
* **Responded By (Approver)** – Filters leave records based on the admin or manager who approved the leave request.
#### 5. Export :
The **Export** button allows users to download leave records in a report format for analysis and record-keeping.
#### **6. Add Leave:**
**Opens a form where the superadmin can manually add leave for an**\
**employee.**
**Fields include:**
* **Employee Name** – Selects the employee for whom the leave is being applied.
* **Leave Type** – Selects the type of leave.
* **Duration (Full Day / Half Day)** – Specifies whether the leave is for a full day or half day.
* **Date of Leave** – Specifies the date of the leave.
* **Reason** – Captures the reason for applying leave.
* **Attachment (Optional)** – Allows uploading a supporting document, if required.
**Apply Leave button to save.**\
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**Leave Table Columns :**
Under the main section, a detailed table displays all leave records with the following columns:
* **Employee ID** – Displays the unique ID of the employee.
* **Employee Name** – Displays the name of the employee.
* **Leave Type** – Displays the type of leave applied.
* **Reason** – Displays the reason provided for the leave request.
* **Start Date / End Date** – Displays the leave duration period.
* **Status (Pending / Approved / Rejected)** – Displays the current approval status of the leave request.
* **Action (Edit / Delete)** – Allows editing or deleting the leave request based on permission.
#### Reject / Decline Leave Request
When the Super Admin chooses to **reject or decline** a leave request, the system requires a reason.
* From the **Leaves** section, clicking **Reject** opens a dialog box where the Super Admin must enter the rejection reason and then confirm the action.
#### **Leave Application, Notification & Approval Flow :**
When an employee applies for leave, a notification is sent to the approver’s **Inbox** section.
The Super Admin can view complete leave application details, including employee information, leave type, duration, and reason.\
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From the Inbox, the Super Admin can **approve or decline** the leave request.\
Once an action is taken, the employee’s leave status and leave balance are updated automatically based on the decision.\
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from the **Inbox** section, clicking **Decline** prompts the system to ask for a decline reason before completing the action.
#### **Next, the Super Admin can configure company-level leave settings to define how leave policies are applied across the organization.**
#### Companies Leave Settings :
**Location:**\
**Settings → Organization → Companies → Company Settings → Leave Settings**\
Below are all configurable options:\
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Enable or disable the leave approval workflow for the company.\
When disabled, all leave requests are auto-approved without manager intervention.
**Example:** If disabled, employee leave requests do not require approval.
#### Leave Approval Mode
Defines how leave requests are approved.
* **Sequential:** Approvals follow a defined order.
* **Parallel:** All approvers are notified at the same time; approval from any one is sufficient.
**Example:** In Sequential mode, the HR must approve before Director receives the request.\
Admin can set the order of Approval by clicking on Add or Minus Buttons.
#### Approval Hierarchy (Sequential Mode )
Defines the order of approvers for leave requests.\
The sequence determines who approves first, second, and so on.
**Example:**\
Level 1 – HR → Level 2 –Director → Level 3 – Department RD
#### 2. Enable Leave Timeline Rule :
When enabled, employees must apply for leave in advance based on the leave duration.
**Example:**\
A 2-day leave may require 1 day’s prior notice, while a 5-day leave may require 7 days’ notice.
#### 3. Enable Leave Type COFF :
When enabled, employees must apply leave under the **Compensatory Off (COFF)** leave type for extra working days.
#### 4. Enable Same Day Leave :
Allows employees to apply for leave on the same day, subject to a cutoff time.
**Example:**\
If the cutoff time is 10:00 AM with a 30-minute grace period, employees can apply until 10:30 AM. Requests after this time must follow advance notice rules.
#### 5. Same Day Cutoff Minut :
Defines the grace period (in minutes) after the cutoff time for same-day leave applications.
#### 6. Enable Leave Without Available Balance :
Allows employees to apply for leave even if no leave balance is available.
#### After making changes, the admin must click **Save** to apply the settings company-wide
#### **Leave Type Setup:** Before employees can apply for leave, **leave types must be created by the Super Admin**.
Leave types define the categories under which employees can apply for leave, such as Casual Leave, Sick Leave, Privilege Leave, Unpaid Leave or Compensatory Off.
**Navigation Path:**\
To create or manage leave types, go to\
**Settings → HR → Leave Type**\
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**Choose Category:**
Select the category under which the leave type falls (for example, statutory leave, company leave, or special leave).
**Name:**
Enter the display name of the leave type.\
**Example:** Casual Leave Code
Enter a short, unique code used to identify the leave type in reports and records.\
**Example:** CL
**Type (Paid / Unpaid):**
Defines whether the leave is paid or unpaid.
* **Paid:** Salary is not affected.
* **Unpaid:** Salary is deducted for the leave period.
**Validity Start:**
The start date from which this leave type becomes applicable.
**Validity End:**
The end date until which this leave type remains valid.
**Max Leaves Count in Given Validity:**
Defines the maximum number of leaves an employee can avail during the selected validity period.\
**Example:** 10 leaves in one year.
**Set Accumulation Frequency:**
Enable this option to allow leaves to be added automatically at regular intervals.
**Frequency:**
Defines how often leaves are accumulated.\
**Examples:** Monthly, Quarterly, Yearly.
**Frequency Days:**
Specifies the number of days after which leave is credited, based on the selected frequency.
**Carry Forward:**
Allows unused leave balance to be carried forward to the next validity period, as per company policy.
**Encash Leave:**
Allows employees to encash unused leave balance, subject to company rules.and last click on save button.\
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**After adding a leave type, all configured leave types are displayed in a list view.**\
Each leave type appears as a separate row with **Edit** and **Delete** action buttons available for management.
Once leave types are configured, employees will be able to select the appropriate leave type while submitting a leave request.\
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**Only the leave types added by the Admin will appear for the employee to choose from.**\
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If the Admin has configured only **Unpaid Leave** for **probation employees**, then only that option will be visible to them.
#### Probation Period – Leave Setting
This setting allows the admin to **control leave eligibility** during an employee’s probation period. When enabled, the system calculates leave eligibility from the **Date of Joining**, and the admin can restrict employees on probation to **Unpaid Leave only** until the defined probation period is completed.
**Steps to configure:**
1. Go to **Settings → Organization → Employees**.
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2. Select the required employee and click **Edit**.
3. Enable **Set Probation Period from Date of Joining**.
4. Under the probation settings, enable **Only Unpaid Leave During Probation**.\
lastly **save employee** then only Unpaid Leaves Will applicable for the Who are on their Probation Period.
5. **Calculate Leave from Date of Joining:**
When this option is enabled, the leave validity for an employee starts from their **Date of Joining** instead of a fixed company leave cycle.
This setting allows the admin to define **when an employee becomes eligible to avail leave after joining**.
**Fields explained:**
* **Choose Type (Months / Days):**\
Select whether leave eligibility should begin after a certain number of **months** or **days** from the employee’s date of joining.
* **After (Month / Days):**\
Enter the number of months or days after joining when the employee becomes eligible to apply for leave.
**Example:**\
If **Months = 3** is selected, the employee will be able to apply for leave only after completing 3 months from the date of joining.
After enabling the permission, click the **Save** button located at the **bottom of General Details** to apply the changes.
#### Leave Module Permissions
In the Leave module, permissions are controlled using **separate toggles** for each action. The **Superadmin** can assign permissions to a specific employee by enabling the required toggles and clicking the **Save** button.\
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**Explanation of Leave Permission Toggles:**
* **Leaves** – Master toggle to enable or disable access to the Leave module for the employee.
* **View (My All)** – Allows the employee to view leave applications of all employees.
* **View (My Team)** – Allows the employee to view leave applications of only their team members.
* **View (My Self)** – Allows the employee to view only their own leave applications.
* **Export All Employee Summary** – Allows downloading/exporting leave summary reports of all employees.
* **Can Apply All Days** – Allows the employee to apply leave for any day without restriction.
* **Can Approve** – Allows the employee (admin/manager) to approve or reject leave requests.
After enabling the required permission toggles, click the **Save** button. Once saved, the employee will immediately get access to the selected leave permissions.
#### Permission Path – Leave Module
To assign Leave module permissions to an employee, follow this path:
**Settings → Organization → Employee List → Select Employee → Edit → Permissions Tab → HR Permissions → Leave Toggles**\
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#### Leaves for Employees:
Employees have limited access within the Leave Module. They can apply for leaves, view their own leave history, and track approval status.
Features Available to Employees
**1. Pending Response &**
Pending Response: Displays leaves awaiting approval.\
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**2.All Leaves:** Shows the complete leave record of the logged-in employee.
**3. Add Leave :**\
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**Add Leave (Detailed Overview)**\
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Employees can apply for new leave requests through the **Add Leave feature.** When an employee clicks on Add Leave, a form opens where they must provide the following details:
* **Leave Type:**\
The leave types shown in the dropdown (such as Sick Leave, Casual Leave, Unpaid Leave, etc.) are created and managed by the Admin under HR Settings → Leave Type.
* **Duration:**\
Select whether the leave is for a Full Day or Half Day.
* **Date of Leave:**\
Choose the specific date(s) for which the leave is being applied.
* **Reason:**\
Enter the reason for taking the leave.
* **Attachment (if any):**\
Employees can upload supporting documents such as a medical certificate.
**Submission Status :**
* After submitting the leave request, the status will appear as Pending until it is reviewed and approved or rejected by the Admin.
