Leave

The Leave module handles time off: annual leave, sick leave, unpaid leave, work from home, business trips and so on. People send a request, their line manager decides it, balances update by themselves, and approved days flow into the payroll attendance sheet.

Who can do what

• Members — see their own balance and calendar, send and cancel their own requests.
• Managers — also see the Team calendar and the requests of the people they manage, and approve or reject them in Approvals.
• HR (Admins) — also open the year on Balances, adjust balances, edit the Leave policy, cancel any request, and re-sync payroll.

Asking for leave

1. Open Leave. The top shows your balance for the year: Entitled, Carried over, Adjustment, Used, Pending and Available.
2. Under New request, choose the Type, then From and To. A line under the dates tells you how many working days the request counts — weekends and public holidays are skipped.
3. For half a day, tick Half day and pick morning or afternoon. A half day needs a single date and a leave type that allows it.
4. Add a reason if you like, then Send request. You'll see either “Sent — waiting for approval” or, for types that need no approval (such as working from home in some companies), “Done — this leave is approved”.

Your requests are listed under My requestswith their status: Pending, Approved, Rejected or Cancelled. Under each approved or pending request there may be a line such as “Payroll 2026-12: written” — see below.

Messages you may see

• You already have leave on some of these dates — a pending or approved request overlaps. Cancel it first or change the dates.
• You don't have enough leave left — the days exceed what is available (pending requests count as reserved). Ask HR to adjust, or use another type.
• These dates have no working day — everything you picked is a weekend or holiday.
• Leave can only start up to 90 days ago and up to a year ahead.
• Remove long numbers from the text— the reason isn't encrypted, so ID, tax, insurance and bank numbers are refused.
• No balance for the year yet — ask HR to open the year — until HR opens the year, your available days are 0.

My calendar

Under your balance, My calendar shows the month with your leave on it. Approved leave is a solid block, leave still waiting for a decision is striped, and each type of leave has its own small symbol (the key under the calendar says which is which), so you never have to rely on colour. Weekends are shaded and public holidays carry a flag. Days you actually take off are marked; a weekend in the middle of a long leave is not. Requests that were rejected or cancelled are not drawn — they stay in My requests.

1. Pick dates. Click a day, then click another day to select a range — or press and drag with the mouse. On a phone, tap the first day and then the last. With the keyboard, move with the arrow keys, press Enter on the first day, move to the last day and press Enter again; Escape clears the selection. The New request form fills in as you pick (on a narrow screen the Continue to the form button takes you to it).
2. Choose the typein the form. Under the calendar you see how many working days the request counts, whether they come off your balance, and your balance before and after (“Days free on the start date: 10 → 7”).
3. If something is wrong — you already have leave on those dates, there aren't enough days left, the dates are a weekend, or they are more than 90 days ago or a year ahead — the same message you would get from the server appears before you send, and Send request stays off.
4. Open a request. Click a day that already has leave to see its details and cancel it (a pending request any time, an approved one until it starts). The calendar and the list below update together.

Approving

A request needing approval goes to the employee's line manager (set on their People record). If no line manager is set, it goes to the managers of their team, and if there are none, to anyone who can approve leave. It appears in Approvals; the decider can Approve or Reject with a note. Nobody approves their own leave. There is one step only.

Cancelling

You can cancel a pending request at any time, and an approved one before its first day, with Cancel and a reason. After the leave has started, only HR can cancel it. Cancelling approved leave restores the days to your balance and removes them from the payroll attendance if that month is still a draft. If HR cancels a request of yours that is still pending, you get a notification with their reason.

Balances, carry-over and the year

• Entitled comes from the policy: yearly days, plus a seniority bonus (for example +1 day every 5 years), prorated in the first year by the months remaining (counting the hire month).
• Carried overbrings unused days from last year: all, none, or up to a cap. Carried days are used first, and if the policy sets an expiry (say 31 March) the unused carried days are lost after that date — the balance shows “expires” next to them.
• Usedcounts approved requests of types that use balance; sick leave or work from home usually doesn't. Pending are waiting requests.

HR starts each year on Leave → Balances: choose the year and Open year. It sets everyone's entitlement and carry-over. Running it again recalculates both but keeps HR's adjustments. To correct one person, choose Adjust, enter days (negative to take away) and a note.

Team calendar

Leave → Team calendar shows a month grid of who is away: approved leave and leave awaiting approval are shown differently (see the legend). Filter by team or status, move between months, and see the matching requests below. Managers see the people they manage; HR sees everyone.

The leave policy (HR)

Leave → Leave policysets the rules of the company. Until you save once, the defaults are shown (“No policy has been saved yet”).

• Entitlement — annual days, seniority step and bonus, prorate first year, allow a negative balance.
• Carry-over — carry all, none, or up to a cap, with an optional expiry date (MM-DD, e.g. 03-31).
• Public holidays— add each holiday date (weekends are already skipped). Remove last year's when you add the new ones.
• Leave types — each has a key, a day code (what payroll writes in attendance), an optional half-day code, and switches for Needs approval, Uses balance, Paid and Active. When Payroll is on, day codes must exist in your payroll policy.

How leave feeds payroll attendance

When a request is approved, its days are written into the attendance grid of the matching payroll month, as long as that month exists and is still a draft, and the balances are filled in for the leave brought forward / carried forward columns. The status line on the request tells you what happened:

• written / reverted — applied, or removed again after a cancellation.
• no period yet— payroll hasn't opened that month; it will pick the leave up when it does.
• locked— the month is already locked: “Payroll is already locked — adjust the attendance manually.”
• payroll off— the Payroll module isn't enabled; leave works fine without it.