Leaves
The Leave Module in Pletox enables superadmins and employees to manage and monitor all leave-related activities efficiently. From applying for leaves to approving and tracking them.
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
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: 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
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. 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 :
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. 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. 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. 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:
Leave Approval & Rules Settings :
1. Enable Leave Approval Flow
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
Add Leave Type:
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. 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. Only the leave types added by the Admin will appear for the employee to choose from. 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:
Go to Settings → Organization → Employees.
Select the required employee and click Edit.
Enable Set Probation Period from Date of Joining.
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.
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. 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
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. 2.All Leaves: Shows the complete leave record of the logged-in employee.
3. Add Leave :
Add Leave (Detailed Overview)
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.
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