Leave Settings
Leave Settings is where you define the kinds of leave your company offers, how many days each grants, the monthly limits, who they apply to, and how unused leave is treated. It is also where you set when the leave year is counted from and what reporting managers are allowed to do with leave requests. The page has three tabs: Leave Types, Leave General Settings, and Archived Leave Types.
This tab only appears when the Leaves module is enabled for your company and your role has the right permission. The page opens on the "Leave Types" tab by default.
Leave Types
This tab lists every leave type, showing its allotment type, number of leaves, monthly limit, paid/unpaid status, and the departments and designations it applies to. Use "Add New Leave Type" (top right) to create one. Each row has an Edit action, plus either Archive (if the leave type has been used) or Delete (if it has never been used).
The add/edit form has three sub-tabs: General, Entitlement, and Applicability.
How to add a leave type:
- Go to the Leave Types tab and click "Add New Leave Type".
- On the General sub-tab, name the type, choose the allotment type, set the number of leaves and paid status, and pick a colour.
- On the Entitlement sub-tab, set when it becomes effective, probation/notice rules, and how unused leave is handled.
- On the Applicability sub-tab, choose who the leave applies to (gender, marital status, department, designation, role).
- Click Save.
General sub-tab
| Field | What it does |
|---|---|
| Leave Type | The name of the leave (for example Casual Leave, Sick Leave). |
| Leave Allotment Type | Whether the allowance is granted Monthly or Yearly. This changes which "number of leaves" field is shown. |
| No. of Yearly Leaves | Shown for Yearly type. The total leaves granted for the year. |
| No. of Monthly Leaves | Shown for Monthly type. The leaves granted each month. |
| Leave Paid Status | Whether this leave is Paid or Unpaid. |
| Monthly Limit | Shown for Yearly type. The maximum number of these leaves an employee may take in a single month (0 means no monthly cap). |
| Colors | The colour used to show this leave type in calendars and lists. |
Entitlement sub-tab
| Field | What it does |
|---|---|
| Effective After | How long after joining the leave becomes available. Enter a number and choose Day or Month. |
| Allowed in probation | When on, employees can use this leave while still on probation. |
| Unused leaves | What happens to unused leave at year end: Carry forward, Lapse, or Paid (paid out). |
| Over utilization | What happens if an employee exceeds the allowance: Do not allow, Allow paid, or Allow unpaid. |
| Allowed in notice period | When on, employees can use this leave during their notice period. |
Applicability sub-tab
| Field | What it does |
|---|---|
| Gender | The genders this leave applies to (Male, Female, Others). |
| Marital Status | The marital statuses this leave applies to. |
| Department | The departments this leave applies to. |
| Designation | The designations this leave applies to. |
| Role | The roles this leave applies to. |
Leave General Settings
This tab controls when leave is counted from and what reporting managers can do with their team's leave requests.
How to set it up:
- Go to the Leave General Settings tab.
- Choose whether leaves are counted from the date of joining or from the start of the year.
- If you choose start of the year, pick the month the year starts from.
- Choose what reporting managers can do with leave requests.
- Changes save automatically as you select them.
| Field | What it does |
|---|---|
| Count leaves from date of joining | Counts each employee's leave allowance from their own joining date. |
| Count leaves from start of year | Counts leave allowance from the start of the leave year. Reveals the "Year starts from" field. |
| Year starts from | The month the leave year begins. Shown only when counting from start of year. |
| Reporting manager permission | What a reporting manager may do with their team's leave: Pre-approve, Approve, or Cannot approve. |
Note: changing how leaves are counted recalculates leave quotas for the company.
Archived Leave Types
When a leave type has already been used by employees it cannot be deleted, only archived. This tab lists archived leave types so you can review them. Archiving keeps the historical leave records intact while removing the type from active use.
Permission
Access to Leave Settings is controlled by the manage_leave_setting permission, which must be set to "all", and the Leaves module must be enabled for your company. If either condition is not met, the page returns a 403 (access denied) or the tab does not appear.
Tips
- A leave type that has never been used can be deleted outright; once it has been used you can only archive it, which preserves past records.
- Use the Applicability sub-tab to target leave precisely (for example a maternity leave for one gender, or a leave only for a certain department).
- "Carry forward" rolls unused leave into the next year; "Lapse" discards it; "Paid" pays it out. Pick the option that matches your policy.
- Set "Over utilization" to control what happens when someone runs out of allowance, instead of blocking requests at the source.
- The "Effective After" setting is useful for delaying leave eligibility for new joiners.
- Changing the leave-count basis or the year start month recalculates everyone's quotas, so review it before saving in a live company.
- If you do not see this page, the Leaves module or the required permission is missing.