Home How-to guides Manage Leave Requests

Manage Leave Requests

Last updated on Jun 12, 2026

This guide covers common tasks for managing leave requests.

For Employees

Submit a Leave Request

  1. Navigate to Request Leave
  2. Select Leave Type from the dropdown
  3. Choose Start Date and End Date
  4. Optionally add a Reason
  5. Click Submit Request

The system automatically calculates working days, excluding weekends and public holidays.

View Your Requests

  1. Navigate to My Requests
  2. Use filters to find specific requests:
    • By status (Pending, Approved, Rejected, Cancelled)
    • By date range
    • By leave type

Cancel a Request

You can cancel requests that are still pending:

  1. Go to My Requests
  2. Find the pending request
  3. Click the Cancel button
  4. Confirm the cancellation

!!! warning "Cannot Cancel Approved Leave" Once a request is approved, you cannot cancel it yourself. Contact HR to revoke approved leave.

Attach Documents

For certain leave types (sick leave), you may need to attach documents:

  1. When submitting, click Add Attachment
  2. Upload the required document (PDF, images)
  3. Submit the request

For Team Leaders

Review Team Requests

  1. Navigate to Team Requests
  2. You'll see all pending requests from your team members
  3. Review the details:
    • Employee name
    • Leave type and dates
    • Working days requested
    • Current balance

Approve a Request

  1. Click on a pending request to view details
  2. Review the employee's leave balance
  3. Check for conflicts with other team members' leave
  4. Click Approve
  5. Optionally add a comment

Reject a Request

  1. Click on a pending request
  2. Click Reject
  3. Required: Add a comment explaining the reason
  4. The employee will be notified with your feedback

!!! tip "Common Rejection Reasons" - Insufficient notice period - Team coverage concerns - Project deadlines - Overlapping with other team leave

For HR Managers

View All Requests

HR managers can see requests from all employees:

  1. Navigate to Leave Requests (admin menu)
  2. Filter by:
    • Team
    • Employee
    • Status
    • Date range

Approve/Reject Any Request

HR managers can approve or reject requests regardless of team:

  1. Find the request in the list
  2. Click to view details
  3. Use Approve or Reject as needed

Revoke Approved Leave

To cancel leave that was already approved:

  1. Find the approved request
  2. Click Revoke
  3. Add a reason (required)
  4. The employee will be notified

!!! note "Revocation Impact" Revoking leave restores the days to the employee's balance.

Export Leave Data

  1. Navigate to Reports > Leave
  2. Set the date range
  3. Choose export format (CSV)
  4. Click Export

Common Scenarios

Half-Day Leave

The current system tracks full days. For half-day leave:

  1. Submit a note in the reason field
  2. Coordinate with your team leader
  3. The day will show as full but can be manually adjusted

Leave Spanning Multiple Types

If you need different leave types for consecutive days:

  1. Submit separate requests for each type
  2. Example: 2 days annual leave + 3 days sick leave

Changing Dates on Pending Request

  1. Cancel the existing pending request
  2. Submit a new request with correct dates

Viewing Team Calendar

  1. Navigate to Dashboard
  2. The team calendar shows approved leave
  3. Use this to check for conflicts before requesting