📝 Steps to Apply for Leave
📍 Screen: HRM > Leaves. Click ➕ Add at the top of the list — the Add Leave aside opens on the right, and that aside is the form you fill in below.
- Go to HRM > Leaves.
- Click ➕ Add.
- Fill in the form fields described in the next section.
- Click Save. The Save button shows an in-flight indicator while the request is submitted; double-clicks are ignored so duplicate leaves are not created.
📋 Form Fields
| Field | What to enter |
|---|---|
| Employee (required) | The employee the leave is for. If your role only has Read Own permission this is auto-locked to your own profile. Choosing the employee auto-fills the Reporting Manager and Department Head boxes from that employee’s record. |
| Reporting Manager (required, read-only) | Auto-filled from the selected employee. This person will be able to issue Manager approval. |
| Department Head (required, read-only) | Auto-filled from the selected employee’s department. This person will be able to issue HOD approval. |
| Type (required) | Type of leave — Casual, Sick, Earned, Special, etc. The exact list comes from Settings > Dropdown Settings > Leave Type for your tenant. |
| Half Day | Toggle on if you want to apply for half a day. When toggled on, two radio buttons appear — First Half and Second Half — and the End Date is locked to match From Date automatically. |
| Reason (required) | Brief reason for the leave (example: “Medical leave – fever”). |
| From Date (required) | Leave start date. Pick from the calendar. |
| End Date (required) | Leave end date. Must be the same as or later than From Date — saving with End Date earlier than From Date is rejected with a “From date can’t be later than End date” warning. |
| Handover Person | Optional. The colleague who will cover your work while you are on leave. |
| Paid / Unpaid | Visible only to users with Leave Override permission. Most employees do not see this field — leave it to the system; it auto-splits at approval time based on your remaining balance. |
| Documents | Optional supporting attachments — medical certificate, travel ticket, etc. Accepted formats: JPEG, PNG, PDF. Multiple files can be attached; the count is shown next to the field label and previewed as doc-chips. |
| Notes | Optional free-text notes for additional context. |
💡 Tip — Half Day shortcut: If you tick Half Day, you only need to pick the From Date. End Date is locked to the same day automatically and the days count becomes 0.5.
📌 After You Click Save
- The leave is created with status Pending for both HOD and Reporting Manager approval.
- You will see a confirmation: “Leave balance will not be updated now. It will be finalized during salary generation.” — this is normal. Your leave balance is calculated only when payroll is run for that month, so what you see in the leave statement until then is your opening balance.
- If your Reporting Manager or HOD approves, the leave moves to Approved.
- If they reject it, the leave moves to Rejected; salary will deduct for those days at next salary generation if you were absent.
- You can check the latest status anytime in your Leaves list — the row shows independent HOD and Manager approval chips.
📂 Tabs Inside the Leave Aside
📍 Screen: Open any leave from HRM > Leaves. The aside shows three tabs across the top — click a tab to switch the view.
- Details — the form / view of the leave fields above.
- Attachments — files uploaded against this leave; visible only on saved records with Update permission.
- Logs — change-history of every edit. Each entry records the field changed, old value, new value, who changed it, and the time stamp in dd-MMM-yyyy HH:mm format. Change-log entries are captured at Save (not on every keystroke), so the timeline mirrors your actual save actions.
📤 Sharing the Leave Summary
- From the View mode of any leave, a WhatsApp Share button (in the aside header) opens WhatsApp with a pre-filled message containing the leave summary — leave type, From / To Dates, total days, status, and reason — addressed to the Reporting Manager.
- The Manager’s mobile number must be saved on their profile, otherwise sharing is blocked with a “manager mobile number is not configured” warning.
- Email notifications fire automatically on submit / approve / reject through the redesigned templates — no extra action needed.
✏️ Editing or Cancelling a Submitted Leave
- You can edit your own pending leave from the leave aside as long as you have Update permission for the Leaves module.
- Once a leave is Approved, only users with Leave Override permission can change or cancel it.
- If the form has unsaved changes and you try to close the aside, a confirmation prompt appears — choose to save or discard before exiting.
💡 Tip — Check your balance first: Always check your Leave Balance on the Leave Statement tab of your user profile before applying. Exceeding the paid balance auto-splits the request into Paid + Unpaid days at approval time.
⚠️ Important — Approval before salary generation: A leave that is applied but not yet approved when salary is generated for that month is treated as Unpaid for the salary calculation. Make sure your manager / HOD approves the leave before payroll runs.
⚠️ Important — Audit trail is permanent: Every leave change (apply, edit, approve, reject, cancel, override) is captured in the Logs tab — the history cannot be edited or deleted. This is intentional for HR / compliance audit.
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