Leaves

BusinessHRM's leave system lets you define the kinds of leave your company offers, automatically allot a quota to each employee, let people apply for time off, route requests for approval, and report on it all. This article covers leave types, quota/allotment logic, applying for leave, approving or rejecting, the leave calendar, and leave reports.

Where to find it

Leaves (the main list): Sidebar → HR → Leaves (/leaves). From here you can toggle between Table, Calendar and My Leaves views.
Leave configuration: Settings → Leave Settings (/leaves-settings), with tabs for General, Leave Type and Archive.
Reports: Leave Report and Leave Quota report screens.

Leave types

A leave type (for example Annual Leave, Sick Leave, Unpaid Leave) defines how much leave is granted and the rules around it.

Where to configure

Settings → Leave Settings → Leave Type tab. Click Add New Leave Type to open the editor, which has three tabs.

Permission note: Managing leave types requires the Manage Leave Setting permission.

General tab

Field	Required	Notes / options
Leave Type name	Yes	e.g. Annual, Sick, Casual.
Leave Allotment Type	—	Monthly or Yearly — controls how the quota accrues.
No. of Yearly Leaves	If Yearly	Total days granted per year.
No. of Monthly Leaves	If Monthly	Days granted per month.
Leave Paid Status	—	Paid or Unpaid.
Month Limit	No	(Yearly types) Maximum days of this type usable in a single calendar month.
Colour	—	Used for the leave's dot on the calendar and legends.

Entitlement tab

Field	Notes
Effective after	A waiting period before a new employee can use this type — a number plus day(s) or month(s) measured from joining.
Allowed during probation	If ticked, the type can be used while the employee is on probation (default on).
Allowed during notice period	If ticked, usable during notice period (default on).
Unused leave	What happens to unused days: Carry Forward, Lapse, or Paid (encash).
Over-utilization	Whether employees can exceed their quota: Do Not Allow, Allow Paid, or Allow Unpaid.

Applicability tab

These multi-selects decide who the leave type is offered to. An employee must match all of the criteria you set:

Gender — male / female / others
Marital Status
Department
Designation
Role

If you leave them at "all selected", the type is available to everyone (subject to the entitlement rules above).

Managing existing types

The Leave Type list shows each type with its colour, allotment type, number of leaves, month limit, paid status, department and designation. You can Edit a type, Archive it (offered when leaves of that type already exist, so history is preserved), or Delete it (when it has never been used). Archived types appear under the Archive tab.

Leave quota and allotment logic

General settings

On Leave Settings → General you control how the leave year is counted:

Count leaves from date of joining — each employee's leave year runs from their own joining date, or
Count leaves from start of year — and you pick which month the year starts from.

You also set the Reporting Manager permission here — whether managers can Pre Approve, Approve, or Can Not Approve their reportees' leave.

How quota is calculated

Each employee gets a per-type quota that tracks: number of leaves allotted, used, remaining, over-utilised, unused, and carried-forward.

Yearly types grant the full year's amount, prorated for employees who join part-way through the year (roughly the yearly amount ÷ 12 per remaining month). If someone joins after the 15th of a month, that month counts as half.
Monthly types accrue month by month (monthly amount × months elapsed, capped at 12), with the same half-month rule for joining after the 15th.
Carry Forward: if a type is set to carry forward, leftover days are added to the next year's quota at rollover (applied once per year).
Manual override: if an admin edits an employee's quota directly, that manual number is respected and not overwritten by recalculation.
Over-utilization is tracked separately so you can see who has gone past their entitlement (when the type allows it).

Quotas are recalculated automatically when leave types change and on a schedule, so you normally don't need to touch them.

Editing an employee's quota

Open the employee's profile → Leaves Quota tab. You can adjust the No. of Leaves for a type; you cannot set it below 0 or below the number already used. The tab shows, per type: No. of Leaves, Month Limit, Total Leaves Taken, Remaining Leaves, Over Utilized and Unused Leaves. Archived types are greyed and tagged.

Applying for leave

How to apply (or assign) leave

Go to HR → Leaves and click Assign Leave (or Apply Leave).
Complete the form (fields below).
Click Save.

Field	Required	Notes / options
Member	Yes	The employee taking leave. If you can only add your own leave, this is fixed to you.
Leave Type	Yes	Shows remaining/total in brackets, e.g. Annual (8/12). An Add button lets you create a type if you have permission.
Status	Only for approvers	Set directly to Pending or Approved if you have approve rights; otherwise it defaults to Pending.
Select Duration	—	Single, Multiple, First Half, or Second Half. First/second half are recorded as half-day leaves.
Date	For single/half	The leave date (cannot be before the employee's joining date).
Multiple dates	For multiple	A start–end range; the form shows how many days are selected.
Reason	Yes	Why the leave is being taken.
Files	No	Optional attachments (e.g. a medical note).

A live badge tells you how many employees are already on leave for the chosen date.

What the system checks when you apply

The type must be allowed for that employee (per the applicability rules).
If over-utilization is Do Not Allow, the request is rejected when it would exceed the month limit or the remaining quota.
Holidays within the range are skipped automatically; if every selected date is a holiday, you'll get an error.
If the employee already has leave on a date, the older entry is auto-rejected with the reason "rejected by new leave".
If attendance is already marked for that day, you'll be warned and asked to confirm.

Approving and rejecting leave

Leave moves through three statuses: Pending → Approved or Rejected.

Who can approve

Anyone with the Approve or Reject Leaves permission, and/or
A reporting manager of the employee — provided Leave Settings allow it. In Pre Approve mode a manager can recommend (pre-approve) without granting final approval.

How to approve

Open the pending leave (from the Leaves list or calendar).
Click Approve.
Optionally add an Approve Reason (not required).
Confirm.

How to reject

Open the pending leave and click Reject.
Enter a Reason (required).
Confirm.

The approver's name and the action time are recorded. From the Leaves list you can also use the Change Leave Status quick action to update several requests at once (already-approved or already-rejected rows are skipped). For multi-day leaves, the action applies to the whole group.

Leave calendar

HR → Leaves → Calendar shows leaves on a full calendar with month, week, day and list views. Each entry is coloured by its leave type and labelled with the employee's name. You can filter by Employee, Leave Type and Status (all / approved / pending / rejected), or search. Click an entry to see its detail, and add a new leave directly from here. What you see is scoped to your View Leave permission and reporting relationships.

Leave reports

Leave Report — an overview of leave activity.
Leave Quota report — per-employee quota usage, with drill-down by employee, year and month, and Excel export.

The per-employee quota view lists, for each type: No. of Leaves, Month Limit, Total Leaves Taken, Remaining Leaves, Over Utilized and Unused Leaves.

Tips

Set Effective after on a leave type to enforce a probation/waiting period before new hires can take that leave.
Use Applicability to offer the right leaves to the right people (e.g. a maternity leave only for one gender).
Choose Carry Forward for entitlements you want to roll over, and Lapse for use-it-or-lose-it leave.
Configure the Reporting Manager permission so day-to-day approvals don't all land on admins.