Leave Statuses

Reference for leave request workflow states in CHRIS.

Status Values

Workflow Diagram

stateDiagram-v2
    [*] --> pending: Submit Request
    pending --> approved: Approve
    pending --> rejected: Reject
    pending --> cancelled: Cancel
    approved --> cancelled: Revoke (HR only)
    rejected --> [*]
    cancelled --> [*]
    approved --> [*]

State Transitions

pending → approved

Trigger: Manager or HR approves the request

Who can do this:

• Team leader (for team members)
• HR Manager (for any employee)
• Admin (for any employee)

Required fields:

• approver_user_id - Who approved
• approved_at - Timestamp of approval
• approver_comment - Optional comment

Effects:

• Working days deducted from balance
• Employee notified via email
• Request appears on team calendar

pending → rejected

Trigger: Manager or HR rejects the request

Who can do this:

• Team leader (for team members)
• HR Manager (for any employee)
• Admin (for any employee)

Required fields:

• approver_user_id - Who rejected
• approved_at - Timestamp of rejection
• approver_comment - Required (reason for rejection)

Effects:

• No balance change
• Employee notified via email with reason

pending → cancelled

Trigger: Employee cancels their own request

Who can do this:

• The employee who submitted the request
• HR Manager
• Admin

Effects:

• Request removed from pending queue
• No balance change (request was never approved)

approved → cancelled (Revoke)

Trigger: HR or Admin revokes an approved request

Who can do this:

• HR Manager
• Admin

Required fields:

• approver_comment - Reason for revocation

Effects:

• Working days restored to balance
• Employee notified of revocation
• Request removed from calendar

!!! warning "Use Sparingly" Revoking approved leave should be rare and well-justified.

Status Colors

Database Enum

CREATE TYPE leave_status AS ENUM (
  'pending',
  'approved',
  'rejected',
  'cancelled'
);

Querying by Status

Get Pending Requests

const { data } = await supabase
  .from('leave_requests')
  .select('*')
  .eq('status', 'pending')
  .order('created_at', { ascending: true });

Get Approved Requests for Date Range

const { data } = await supabase
  .from('leave_requests')
  .select('*')
  .eq('status', 'approved')
  .gte('start_date', '2025-01-01')
  .lte('end_date', '2025-12-31');

Count by Status

const { count } = await supabase
  .from('leave_requests')
  .select('*', { count: 'exact', head: true })
  .eq('status', 'pending')
  .eq('user_id', userId);

Updating Status

Approve Request

const { error } = await supabase
  .from('leave_requests')
  .update({
    status: 'approved',
    approver_user_id: approverId,
    approver_comment: 'Approved. Enjoy your time off!',
    approved_at: new Date().toISOString()
  })
  .eq('id', requestId);

Reject Request

const { error } = await supabase
  .from('leave_requests')
  .update({
    status: 'rejected',
    approver_user_id: approverId,
    approver_comment: 'Cannot approve due to project deadline.',
    approved_at: new Date().toISOString()
  })
  .eq('id', requestId);

Cancel Request

const { error } = await supabase
  .from('leave_requests')
  .update({
    status: 'cancelled'
  })
  .eq('id', requestId)
  .eq('status', 'pending'); // Only cancel if still pending

UI Display

Status Badge Component

function StatusBadge({ status }: { status: string }) {
  const colors = {
    pending: 'bg-yellow-100 text-yellow-800',
    approved: 'bg-green-100 text-green-800',
    rejected: 'bg-red-100 text-red-800',
    cancelled: 'bg-gray-100 text-gray-800',
  };

  return (
    <span className={`px-2 py-1 rounded ${colors[status]}`}>
      {t(`leaveRequests.status.${status}`)}
    </span>
  );
}

Translated Status Names

Business Rules

Pending Requests

• Can only be modified by the submitter
• Auto-expire if not acted upon within X days (configurable)
• Show warning if balance insufficient

Approved Requests

• Cannot be edited
• Can only be revoked by HR/Admin
• Contribute to leave calendar

Rejected Requests

• Employee can submit a new request
• Keep historical record for auditing

Cancelled Requests

• Soft delete - data preserved
• Can be filtered out from normal views
• Available in audit logs