Time Off & Leave
Time Off & Leave covers how leave is defined, how an employee asks for time away (or reports overtime, a business trip, or a work-hours correction), how a manager approves it, and how the holiday calendar keeps leave counts honest.
Where it lives
- HR Settings → Leave Types and HR Settings → Holidays — configuration (HR admin).
- My Work → My Requests — an employee's own request history, and where new requests are filed.
- My Team → Approvals — the manager's queue (a compact version also appears on My Team → Overview).
Leave types
A leave type has a name, code, and one of three categories — Paid, Unpaid, or Compensatory (granted for overtime worked) — plus a default number of days per year, an accrual method (Annual, Monthly, Tenure-based, or None), whether unused days carry over (with a max and an expiry in months), and request rules: a minimum days per request, advance-notice days, a maximum consecutive days, whether it requires approval, and whether supporting documentation is required. Initialize Defaults seeds a set of country-appropriate leave types instead of building the list from scratch. A leave type can optionally be scoped to a country, and system-seeded types have some fields locked.
Holiday calendar
Holidays are configured per country and year. Seed from country pack populates a year's public holidays automatically; you can also see whether a holiday applies to "This company" specifically or to all companies, and each entry carries a type (Public, Substitute, or Company). This isn't decorative — leave requests only consume working days that are not holidays, so an empty calendar quietly overcounts how much leave someone actually used.
Filing a request
New Request opens a form covering four request types:
- Annual Leave — a date range, leave type, reason, and optional supporting evidence; days requested are calculated automatically.
- Business Trip — destination, dates, purpose, an optional project code, and an itemized expense estimate (add lines, each with a code, description and amount, totaled automatically) with supporting evidence.
- Overtime — an optional project code, a start/end date-time, and a reason; total duration is calculated automatically.
- Work Hours Change — a work mode, a start/end date-time, and a reason; this is also how you request a correction to a clock-in/out session that needs fixing.
A pending request can be edited or deleted from My Requests, which lists your full history with type and status filters. Requests are also filed from a specific employee's record — useful for a manager or admin filing on someone else's behalf.
Approving requests
The Approvals queue lists every pending Leave, Overtime, Business Trip and Work Hours request together, with counters for total pending, leave requests (flagged Urgent past 10), overtime (with an average-hours figure), and business trips. Filter by type, select multiple rows and Bulk Approve, or click a request to open its detail: the requester (hover for a quick profile card), duration, remaining leave balance for that leave type, the period, the reason, any attachments, and a timeline of the approval workflow. From there you can Approve or Reject — a rejection requires a reason.
Leave balances
Each employee's leave balance, per leave type per year, is entitled days plus carried-over days plus any manual adjustment, minus days used and days already pending in an open request. It's shown as a progress bar on the employee's dashboard and on their record's summary card — the bar's color shifts from green toward red as the balance depletes, and it warns when days close to expiring will be lost at year end. HR/admin roles can trigger a Recalculate from the employee's summary card if the balance ever looks out of sync.
Common problems
- Leave counts a holiday as a day off — the holiday calendar for that country/year is empty or incomplete; seed it from the country pack.
- A request can't be edited or deleted — only requests still in Pending status can be changed or removed by the requester.
- Rejecting a request fails — a rejection reason is required before it can be submitted.