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Leave Management – User Guide

Overview

The Leave Management module provides a centralized platform for managing leave types, leave requests, approval workflows, leave calendars, and leave-related configurations.

Screenshot 2026-06-20 125732.png

Navigation

Dashboard → Leave Management

Available Sections

Section Description
Leave Types Configure and manage leave categories
Add Leave Type Create new leave types
Leave Calendar View leave schedules and holidays
Manage Leave Requests Review and process leave applications
Settings Configure leave policies and rules
Approval Chains Define leave approval workflows

Leave Types

The Leave Types section displays all configured leave categories and their settings.

Available Information

Field Description
Leave Code Unique identifier for the leave type
Leave Name Name of the leave category
Max/Year Maximum leave days allowed per year
Max/Month Maximum leave days allowed per month
Carry Forward Indicates whether unused leave can be carried forward
Half Day Indicates whether half-day leave is permitted
Status Current leave type status
Last Updated Date and time of last modification
Action Available management actions

Sample Leave Types

Leave Code Leave Name Max/Year Max/Month Carry Forward Half Day Status
SK Sick Leave 6 4 Yes Yes Active
RTTT New Leave Type 30 2 Yes Yes Active
ML02 Maternity Leave 34 5 Yes Yes Active
EL01 Earned Leave 34 3 Yes Yes Active

Add Leave Type

Allows administrators to create a new leave category.

Typical Configuration

  • Leave Code
  • Leave Name
  • Maximum Leave per Year
  • Maximum Leave per Month
  • Carry Forward Option
  • Half-Day Eligibility
  • Status

Steps

  1. Click Add Leave Type.
  2. Enter leave details.
  3. Configure leave rules.
  4. Save the record.

Leave Calendar

The Leave Calendar provides a consolidated view of:

  • Approved Leaves
  • Public Holidays
  • School Holidays
  • Leave Schedules

Benefits

  • Prevents leave conflicts.
  • Improves workforce planning.
  • Provides visibility into staff availability.

Manage Leave Requests

Used to review and process employee leave applications.

Functions

  • View leave requests
  • Approve requests
  • Reject requests
  • Track leave status
  • Review leave history

Approval Chains

Approval Chains define the leave approval workflow.

Features

  • Multi-level approvals
  • Designation-based approvals
  • Department-wise approval hierarchy
  • Escalation workflow support

Settings

The Settings section allows administrators to configure:

  • Leave policies
  • Leave eligibility criteria
  • Leave accrual rules
  • Carry-forward limits
  • Approval requirements

User Actions

Create a Leave Type

  1. Open Leave Types.
  2. Click Add Leave Type.
  3. Enter required details.
  4. Save the configuration.

Review Leave Requests

  1. Open Manage Leave Requests.
  2. Select a leave request.
  3. Approve or reject the request.
  4. Save the action.

Configure Approval Workflow

  1. Open Approval Chains.
  2. Define approval levels.
  3. Assign approvers.
  4. Save the workflow.

Leave Management Workflow

Employee Submits Leave Request
            ↓
Manager Reviews Request
            ↓
Approval Chain Processing
            ↓
Approved / Rejected
            ↓
Leave Calendar Updated
            ↓
Leave Balance Updated

Security and Access Control

  • Leave configurations can be modified only by authorized administrators.
  • Leave requests are accessible according to user roles.
  • Approval actions are recorded for audit purposes.

Troubleshooting

Issue Resolution
Unable to create leave type Verify administrative permissions
Leave request not visible Check request status and filters
Approval workflow not triggered Verify approval chain configuration
Leave balance incorrect Review leave settings and records
Calendar not updated Refresh the page or recheck approval status

Purpose

The Leave Management module streamlines leave administration by providing tools for leave configuration, request processing, approval management, and attendance planning within a single interface.

Add Leave Type

Overview

The Add Leave Type page allows administrators to create and configure leave categories that can be assigned to employees. The configuration includes leave eligibility, duration limits, approval settings, accrual rules, and restrictions.

Screenshot 2026-06-20 125945.png

Navigation

Dashboard → Leave Management → Add Leave Type

Leave Type Configuration

Basic Information

Field Description
Leave Name* Name of the leave type
Leave Code* Unique code for the leave type (e.g., CL, SL, EL)
Leave Description* Description and purpose of the leave type

Leave Limits

Field Description
Maximum Days per Year* Maximum leave days allowed annually
Maximum Days per Month* Maximum leave days allowed monthly
Minimum Leave Duration (Days)* Minimum leave duration allowed
Maximum Leave Duration (Days)* Maximum leave duration allowed
Minimum Gap Between Two Leaves (Days)* Required gap between consecutive leave requests

Carry Forward Configuration

Allow Carry Forward*

Determines whether unused leave balance can be carried forward to the next period.

Options:

  • Yes
  • No

Half-Day Configuration

Half-day Allowed*

Determines whether employees can apply for half-day leave.

Options:

  • Yes
  • No

Gender Restriction

Defines employee eligibility based on gender.

Options:

  • All
  • Male
  • Female
  • Other

Applicable Staff Type

Select the employee categories eligible for this leave type.

Available Options:

  • Teaching Staff
  • Non-Teaching Staff
  • Contractual Staff

Multiple staff types can be selected.

Approval Configuration

Field Description
Turnaround Time for Approval (Days) Maximum time allowed for leave approval processing

Leave Encashment

Leave Encashable

Determines whether unused leave can be converted into monetary benefits.

Options:

  • Yes
  • No

Leave Accrual Settings

Accrual Frequency*

Defines how leave balance is credited.

Options:

Option Description
Monthly Leave credited every month
Yearly Leave credited once per year
On Joining Leave credited upon employee joining

Leave Clubbing

Club with Other Leaves

Determines whether this leave type can be combined with other leave categories.

Options:

  • Yes
  • No

Document Requirement

Specify any supporting documents required when applying for this leave type.

Examples:

  • Medical Certificate
  • Maternity Documents
  • Official Approval Letter

This field is optional.

Leave Status

Defines the current availability of the leave type.

Options:

  • Active
  • Inactive

User Actions

Create a Leave Type

  1. Open Add Leave Type.
  2. Enter Leave Name and Leave Code.
  3. Provide Leave Description.
  4. Configure leave limits and eligibility.
  5. Select approval and accrual settings.
  6. Set Leave Status.
  7. Click Save.

Validation Rules

Field Validation
Leave Name Mandatory
Leave Code Mandatory and unique
Leave Description Mandatory
Maximum Days per Year Mandatory and numeric
Maximum Days per Month Mandatory and numeric
Minimum Leave Duration Mandatory and numeric
Maximum Leave Duration Mandatory and numeric
Leave Status Mandatory

Leave Type Creation Workflow

Open Add Leave Type
          ↓
Enter Basic Details
          ↓
Configure Leave Limits
          ↓
Set Eligibility Rules
          ↓
Configure Approval & Accrual Settings
          ↓
Set Leave Status
          ↓
Save Leave Type
          ↓
Leave Type Available for Use

Security and Access Control

  • Only authorized administrators can create or modify leave types.
  • Changes are recorded for auditing purposes.
  • Inactive leave types cannot be used for new leave requests.

Purpose

The Add Leave Type page enables administrators to define organizational leave policies and create leave categories with configurable rules, restrictions, and approval requirements.

Leave Calendar

Overview

The Leave Calendar provides a consolidated view of employee leave requests, holidays, and weekends. It helps administrators and managers monitor staff availability and plan workforce schedules effectively.

Screenshot 2026-06-20 130334.png

Navigation

Dashboard → Leave Management → Leave Calendar

Purpose

The Leave Calendar enables users to:

  • View employee leave schedules
  • Monitor approved leave requests
  • Track holidays and weekends
  • Identify staff availability
  • Plan workforce allocation

Calendar Controls

Month Selection

Users can navigate between months to view leave records and holiday schedules.

Example:

  • June 2026

Export Options

The calendar can be downloaded for reporting purposes.

Available Formats:

  • PDF

Calendar View

The calendar displays daily information for the selected month.

Information Displayed

Item Description
Weekend Holiday Weekly off days (Saturday/Sunday)
School Announced Holiday Holidays declared by the school
State Holiday Holidays declared by the state government
Employee Leave Approved employee leave records

Employee Leave Display

When employees are on leave, their names are displayed on the corresponding calendar date.

Example

Date Employee
23 June 2026 sajaj
24 June 2026 sajaj

Calendar Legend

Weekend Holiday

  • Saturday and Sunday holidays
  • Automatically highlighted in the calendar

School Announced Holiday

  • Holidays declared by the school administration
  • Visible to all users

State Holiday

  • Public holidays declared by the state government
  • Applied across relevant institutions

Employee Leave

  • Displays employees who have approved leave on a specific date
  • Helps identify staff availability

User Actions

View Leave Schedule

  1. Open Leave Calendar.
  2. Select the required month.
  3. Review leave entries and holidays.

Export Calendar

  1. Click Download Format.
  2. Select PDF.
  3. Download the calendar report.

Check Employee Availability

  1. Navigate to the required date.
  2. Review employee leave entries.
  3. Plan activities accordingly.

Leave Calendar Workflow

Leave Request Submitted
           ↓
Leave Approved
           ↓
Calendar Updated
           ↓
Employee Leave Displayed
           ↓
Reports & Planning

Benefits

  • Improved workforce planning
  • Centralized leave visibility
  • Holiday tracking
  • Resource availability management
  • Better scheduling decisions

Security and Access Control

  • Leave data is displayed based on user permissions.
  • Only authorized users can manage leave records.
  • Calendar information is maintained for reporting and audit purposes.

Troubleshooting

Issue Resolution
Leave not visible on calendar Verify leave approval status
Holiday missing Check holiday configuration
PDF download not working Retry download or check browser settings
Calendar not loading Refresh the page and verify connectivity

Purpose

The Leave Calendar serves as a centralized scheduling tool that provides visibility into employee leave, holidays, and workforce availability across the organization.

Manage Leave Requests

Overview

The Manage Leave Requests page allows administrators and approvers to view, review, approve, reject, and track employee leave applications. Requests are organized into different categories based on their status.

Purpose

This module helps organizations:

  • Monitor employee leave requests
  • Approve or reject leave applications
  • Track leave request status
  • Manage delegated approvals
  • Maintain leave records

Leave Calendar Settings

Overview

The Leave Calendar Settings page allows administrators to configure working days, weekends, office timings, and organization-wide holidays. These settings are used to calculate leave schedules and display holidays in the Leave Calendar.

Screenshot 2026-06-20 131015.png

Navigation

Dashboard → Leave Management → Settings → Leave Calendar Settings

Purpose

This module enables administrators to:

  • Configure weekend holidays
  • Define default working hours
  • Manage public and organizational holidays
  • Maintain an accurate leave calendar

Weekend Configuration

The Weekend Configuration section allows administrators to define weekly holidays.

Saturday is Holiday

When enabled:

  • Saturdays are automatically marked as holidays.
  • Employees are not expected to work on Saturdays.

Sunday is Holiday

When enabled:

  • Sundays are automatically marked as holidays.
  • Sundays appear as non-working days in the calendar.

Working Hours Configuration

Default Start Time

Defines the standard office start time.

Example:

09:00

Format: HH:MM (24-hour format)

Default End Time

Defines the standard office end time.

Example:

18:00

Format: HH:MM (24-hour format)

Holiday Management

The Holiday Management section allows administrators to add and maintain holiday records.

Holiday Configuration Fields

Field Description
From Date Start date of the holiday
To Date End date of the holiday
Holiday Name Name of the holiday

Examples

Holiday Name Duration
Independence Day Single-day holiday
Annual Festival Multi-day holiday
School Event Organization-specific holiday

Configured Holidays

Displays all configured holidays available in the system.

Example Holidays

Holiday Name Date Range
Test Holiday 20/03/2026
Check 16/04/2026 – 17/04/2026
Sajaj 23/06/2026 – 24/06/2026

Available Actions

  • Add Holiday
  • View Holiday Details
  • Remove Holiday

User Actions

Configure Weekend Holidays

  1. Navigate to Leave Calendar Settings.
  2. Enable or disable:
    • Saturday Holiday
    • Sunday Holiday
  3. Save changes.

Update Working Hours

  1. Enter the Default Start Time.
  2. Enter the Default End Time.
  3. Save the configuration.

Add a Holiday

  1. Select the From Date.
  2. Select the To Date.
  3. Enter the Holiday Name.
  4. Save the holiday.

Remove a Holiday

  1. Locate the holiday in Configured Holidays.
  2. Click the Remove (×) option.
  3. Confirm deletion.

Holiday Configuration Workflow

Open Leave Calendar Settings
            ↓
Configure Weekends
            ↓
Set Working Hours
            ↓
Add Holiday Details
            ↓
Save Configuration
            ↓
Calendar Updated

Validation Rules

Field Validation
From Date Required
To Date Required
Holiday Name Required
Start Time Must be in HH:MM format
End Time Must be in HH:MM format

Security and Access Control

  • Only authorized administrators can modify calendar settings.
  • Holiday changes are reflected across the Leave Management module.
  • Configuration updates are recorded for audit purposes.

Troubleshooting

Issue Resolution
Holiday not appearing in calendar Verify holiday dates and save changes
Incorrect working hours displayed Review time configuration
Unable to add holiday Check required fields
Weekend not marked as holiday Verify weekend configuration settings

Purpose

The Leave Calendar Settings page provides centralized control over weekends, working hours, and holidays, ensuring accurate leave calculations and calendar management across the organization.

Approval Chain Configuration – User Guide

Overview

The Approval Chain Configuration page allows administrators to define and manage approval workflows for leave requests. Approval chains determine the sequence of approvers responsible for reviewing and approving employee leave applications.

Screenshot 2026-06-20 131123.png

Navigation

Dashboard → Leave Management → Approval Chains

Purpose

The Approval Chain module helps organizations:

  • Establish leave approval hierarchies
  • Define multi-level approval workflows
  • Assign approvers based on roles or designations
  • Ensure compliance with organizational leave policies
  • Streamline leave approval processes

Approval Chain Configuration

Approval chains are used to determine who must approve a leave request before it is finalized.

Features

  • Single-level approvals
  • Multi-level approvals
  • Role-based approvers
  • Designation-based approval workflows
  • Department-specific approval chains
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