Leave Management – User Guide

Leave Management Dashboard

Overview

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

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Navigation

Dashboard → Leave Management

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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

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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

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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

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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.

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Leave Calendar

The Leave Calendar provides a consolidated view of:

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

Benefits

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

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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

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Approval Chains

Approval Chains define the leave approval workflow.

Features

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

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Settings

The Settings section allows administrators to configure:

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

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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.

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Leave Management Workflow

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

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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.

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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.

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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.

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Navigation

Dashboard → Leave Management → Add Leave Type

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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

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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

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Carry Forward Configuration

Allow Carry Forward*

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

Options:

• Yes
• No

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Half-Day Configuration

Half-day Allowed*

Determines whether employees can apply for half-day leave.

Options:

• Yes
• No

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Gender Restriction

Defines employee eligibility based on gender.

Options:

• All
• Male
• Female
• Other

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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.

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Approval Configuration

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

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Leave Encashment

Leave Encashable

Determines whether unused leave can be converted into monetary benefits.

Options:

• Yes
• No

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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

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Leave Clubbing

Club with Other Leaves

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

Options:

• Yes
• No

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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.

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Leave Status

Defines the current availability of the leave type.

Options:

• Active
• Inactive

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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.

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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

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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

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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.

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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.

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Navigation

Dashboard → Leave Management → Leave Calendar

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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

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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

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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

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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

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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

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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.

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Leave Calendar Workflow

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

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Benefits

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

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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.

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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

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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.

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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.

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Navigation

Dashboard → Leave Management → Settings → Leave Calendar Settings

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Purpose

This module enables administrators to:

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

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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.

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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)

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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

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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

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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.

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Holiday Configuration Workflow

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

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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

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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.

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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

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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.

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Navigation

Dashboard → Leave Management → Approval Chains

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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

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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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