Leave manual
Leave management is a unified dashboard: indicators at the top, the list of requests to process, then two tabs — Calendar and Remaining balances (legal & sick, color-coded). The approval workflow decrements the employee's balance.
Overview
The Leave management screen centralizes the workforce's planned absences. The three former screens (calendar, history, new requests) have been merged into a single vertical dashboard: KPIs at the top, the list of requests to process, then the Calendar and Remaining balances tabs.
Business goal
- View and process leave requests
- Track legal & sick balances
- Approve via a multi-level workflow
- Notify employees by email
Target audience
- Managers — approve / refuse requests
- HR manager — tracks balances
- Employees — submit their requests
Position in the module
The balances come from the employee record; the contract rhythm defines the calendar's time range.
Access and navigation
Left-hand side menu: Human resources → Leave management. A direct link is also available in the top bar.
The leave dashboard
At the top: 4 indicators; below: the list of new requests to process; then the Calendar and Remaining balances tabs.
The "requests to process" list and the corresponding indicator are a single source of truth: the badge and the list always show the same requests.
Indicators (KPIs)
| Indicator | Calculation |
|---|---|
| To process | Number of new requests pending approval. |
| On leave today | Employees with an approved leave covering today's date. |
| Approved this month | Requests approved in the current month. |
| Critical balances | Employees whose leave balance is ≤ 0 (shown in red). |
Calendar tab
Day / Week / Month view. You create a request by clicking on the calendar; clicking on an existing leave opens its details. Each leave is color-coded according to its status.
Event color code
Adaptive time range
The displayed range (start/end of day) adapts to the actually worked days of the employee's contract: it takes the envelope of the start/end hours of the worked days. Half-days are possible for time-off permissions.
A pending leave (awaiting approval) appears on a gray background with an orange title — an immediate visual cue for requests not yet approved.
Remaining balances tab
List of the workforce with legal balance and sick balance (same color code as the employee record). Two email-sending buttons: Notify (one employee) and Notify all.
| Employee | Legal balance | Sick balance | |
|---|---|---|---|
| Mohamed Ali GHARBI | 18.0 days | 10.0 days | Notify |
| Ines BEN SALAH | 3.0 days | 8.0 days | Notify |
| Karim MEJRI | 0.0 days | 12.0 days | Notify |
| Remaining balance | Color |
|---|---|
| ≤ 0 days | Red — critical |
| 0 < x ≤ 4 days | Amber — to monitor |
| > 4 days | Blue — comfortable |
Real email notification — "Notify" / "Notify all" send an asynchronous email summarizing the balance (legal + sick). Employees without a valid email are ignored (warning message if there is no recipient).
Create a leave request
From the Calendar tab, click a date to open the form: employee, leave type, dates (with a half-day for time-off permissions), description.
On submission, the request moves to the Pending status and appears in the "to process" list for the responsible position.
Leave statuses
| Status | Meaning | Calendar color |
|---|---|---|
| Pending | Request submitted, pending approval. | Gray + orange title |
| Approved | Request approved; balance decremented. | Turquoise ● |
| Refused | Request rejected with an explanation. | Coral ● |
| Cancelled | Leave cancelled by the employee. | Pink ● |
Approval workflow
The workflow can have several levels: each status points to the position responsible for the next action. The final approval (last rank) deducts the days from the balance.
flowchart LR
A([Employee submits]):::s --> B[Pending]:::p
B -->|manager approves| C{Last rank?}:::p
C -->|no| D[Next level
Pending]:::p
D --> C
C -->|yes| E([Approved]):::ok
E --> F([Balance decremented]):::ok
B -.->|reasoned refusal| G([Refused]):::ko
B -.->|employee cancels| H([Cancelled]):::ko
classDef p fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
classDef s fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;Business rules
Multi-level workflow — each status points to the next responsible position; only the last-rank approval decrements the balance.
Balance decrement — an approved leave decrements the employee's balance. A balance ≤ 0 is shown in red and surfaces in "critical balances".
Time range — the calendar's range takes the envelope of the start/end hours of the contract's worked days; rest days are ignored.
Email notifications — sending the balances is asynchronous and requires a valid SMTP configuration; employees without a valid email are ignored.
Automatic leave accrual
In addition to the decrements at each approval, the balances change automatically according to each employee's active employment contract — with no manual entry at all. Three mechanisms trigger on their own:
| When | Automatic effect |
|---|---|
| At the start of each month | The leave balance is incremented by the accrual rate defined on the employee's active contract type (e.g. +2 days/month). |
| Every 1st January | The sick-leave balance is reset to the annual value provided for by the contract. |
| Every day | Contracts whose end date is reached are deactivated automatically. |
The active contract drives accrual
The monthly accrual rate and the annual sick-leave allowance are carried by the contract type. An employee whose contract has expired (and is therefore deactivated) is no longer incremented: to restart accrual, attach a new active contract to them.
Tip — check the contracts' end date
Since the balance is only credited for active contracts, anticipate the renewal before the end date to avoid a month without accrual. As the sick-leave balance starts afresh on 1st January, encourage your employees to plan before year-end.
Roles & permissions
| Action | Employee | Manager | HR manager | Admin |
|---|---|---|---|---|
| Submit a request | ✅ | ✅ | ✅ | ✅ |
| Approve / refuse | — | ✅ | ✅ | ✅ |
| Cancel their request | ✅ | — | ✅ | ✅ |
| Notify balances | — | — | ✅ | ✅ |
| Adjust a balance | — | — | ✅ | ✅ |
Indicative matrix — the position responsible for each level is defined by your company's workflow.
Usage scenarios
Approved annual leave
Karim submits 5 days → Pending status → the manager approves → Approved status, his legal balance goes from 5 to 0 days (red, critical).
Balance reminder
At year-end, the manager clicks Notify all: each employee receives their legal and sick balance by email to plan their remaining leave.
Reasoned refusal
A request falls on a high-activity period: the manager refuses it with an explanation → Refused status, the balance is not affected.
FAQ & Tips
A request to process doesn't appear?
The list filters requests whose start date is within a given window. Also check the responsible position for the current level.
The pending leave title isn't colored?
"Pending" leaves are shown on a gray background with a fixed orange title — this is the expected behavior (not the dynamic color of the status).
Tip — anticipate critical balances
Monitor the Critical balances card and use Notify all to inform the employees concerned ahead of year-end leave.
