Leave Management
Configure leave policies, manage requests with approval workflows, track accruals, and maintain holiday calendars.
Overview
The Leave Management module handles the full leave lifecycle — from policy configuration and accrual processing to request submission, approval, and payroll integration. Policies can be set at the organization or business unit level, with support for the diverse leave types needed in hospitality operations across different regions.
Leave Types
Built-in leave types cover common scenarios, with the ability to add custom types:
- Annual Leave - Standard vacation days
- Sick Leave - Medical absence
- Maternity Leave - Maternity-related absence
- Paternity Leave - Paternity-related absence
- Unpaid Leave - Leave without pay (deducted from payroll)
- Compassionate Leave - Bereavement or family emergency
- Study Leave - Educational or training leave
- Hajj Leave - Pilgrimage leave (common in Maldives/Middle East)
- Custom - Organization-defined leave types
Leave Policies
Configure detailed policies for each leave type with fine-grained controls.
- Annual entitlement - Number of days per year
- Accrual frequency - Monthly, quarterly, yearly, or on hire-date anniversary
- Carry-forward rules - Maximum days that can roll over to the next year
- Accrual start delay - Days after hire before accrual begins (e.g., after probation)
- Consecutive day limits - Minimum and maximum consecutive days per request
- Half-day support - Allow half-day leave requests (morning or afternoon)
- Document requirements - Require supporting documents (e.g., medical certificate for sick leave)
- Paid vs unpaid - Mark whether the leave type is paid or deducted from salary
- Applicable employment types - Restrict policies to certain employment types (e.g., full-time only)
Tenure-Based Increases
Leave policies support automatic entitlement increases based on years of service. For example, annual leave can increase from 20 to 25 days after 3 years of tenure.
Leave Balances
The system tracks leave balances per employee, per leave policy, per year with the following components:
Balance Formula
Available = Accrued + Carried Forward + Adjustments - Taken - Pending
- Entitled - Total annual entitlement from policy
- Accrued - Earned so far based on accrual schedule
- Carried Forward - Rolled over from previous year (within carry-forward limit)
- Taken - Days already used
- Pending - Days in approved but not yet taken requests
- Adjustment - Manual adjustments by HR (additions or deductions)
Year-End Rollover
At the end of each year, a scheduled job processes carry-forward balances. Unused days up to the carry-forward limit are transferred to the new year. Excess days expire.
Leave Request Workflow
Employees submit leave requests through a structured approval workflow.
1. Submit
Employee selects leave type, start/end dates, and adds optional notes. System validates against available balance and policy rules.
2. Pending Approval
Request is sent to managers with leave approval permissions. A notification is created for the approver.
3. Approve or Reject
Manager reviews and approves or rejects with optional reason. On approval, the pending balance is updated.
4. Taken
On the leave date, status changes to Taken. Shift assignments are cancelled and attendance records are marked as excused.
Team Calendar
View who is off and when across your team with a visual calendar display. Managers can see all approved and pending leave at a glance to plan staffing levels.
Holiday Calendar
Manage public holidays and company-specific non-working days.
- Organization or BU scoped - Different holiday calendars for different locations
- Recurring holidays - Mark holidays that repeat annually
- Half-day holidays - Support for partial working days
- Optional holidays - Mark holidays as optional (employee choice)
Payroll Integration
Leave directly affects payroll calculations:
- Unpaid leave deduction - Unpaid leave days are automatically deducted from gross pay during payroll processing
- Proration - Salary is prorated based on working days minus unpaid leave days
- Tracking flag - Each leave request has an
isDeductedFromPayrollflag to prevent double-deduction