Overview:
The Leave Request module in HR360Hub provides a complete framework for managing employee leave across the organisation. It is divided into three sub-sections: My Leaves (the employee-facing view for applying and tracking personal leave), Manage Leaves (the administrator and HR manager view for reviewing and actioning all leave requests), and Leave Type (the configuration area for defining leave categories, entitlements, and rules).
Leave types must be configured before employees can submit requests. The module supports full-day and half-day leave, multiple leave categories (Annual, Sick, PTO, Bereavement, Paternity, Maternity, WFH, and more), and country-specific annual entitlements.
📜 Note: Access to sub-sections is role dependent. My Leaves is available to all employees. Manage Leaves is accessible to HR Managers and Super Admins. Leave Type configuration is restricted to Super Admins and authorised administrators.
Section 1: Accessing the Leave Request Module
On the left-hand sidebar, locate Leave Request and click it to expand the sub-menu. The following sub-sections are available: My Leaves, Manage Leaves, and Leave Type. Click the desired sub-section to navigate to it.
Section 2: My Leaves
The My Leaves page is the employee-facing view of the Leave Request module. It displays the current employee's leave balance summary by leave type and a full history of their submitted leave requests. Employees can apply for new leave directly from this page.
Navigate to Leave Request → My Leaves to open this page.
2.1. Leave Balance Card
At the top of the My Leaves page, one or more leave balance cards display the employee's current entitlement summary for each configured leave type. The example shown displays the Annual leave balance.
Field | Description |
Leave Type Name | The name of the leave type (e.g. Annual). Each configured and active leave type the employee is entitled to is shown as a separate card. |
Total | The total number of days the employee is entitled to for this leave type in the current year (e.g. 13 days). |
Used | The number of days of this leave type that have been approved and taken (e.g. 0.5 days). |
Booked | The number of days that have been applied for but not yet taken (approved or pending future dates) (e.g. 12.5 days). |
Available | The remaining days available for the employee to apply for (Total minus Used minus Booked) (e.g. 0 days). |
2.2. Leave History List
Below the balance card(s), a paginated table lists all leave requests submitted by the employee. Use the Search icon (🔍) to filter by keyword and the Refresh icon to reload the list.
Column | Description |
Leave Type | The category of leave applied for (e.g. Annual, Sick, WFH). Displayed with the leave type icon. |
Days | The number of days requested (e.g. 1, 0.5 for a half day, 10 for a multi-day request). |
Applied On | The date on which the leave request was submitted (e.g. 18 May 2026). |
Half Day | Indicates whether the request is for a full day or a half day, and which half: Full Day, First Half, or Second Half. |
Approved By | The name of the HR manager or administrator who approved the request. Displays a dash (—) if the request is still pending or has not yet been reviewed. |
Status | The current status of the leave request: Pending (orange clock badge), Approved (green badge), or Rejected (red badge). |
Actions | Eye icon (👁) to view the full details of the leave request. |
2.3. Applying for Leave
Click the + Apply Leave button at the top-right of the page. The Apply for Leave form will open.
Field | Required | Description |
Leave Type | Yes | Select the type of leave being requested from the dropdown (e.g. Annual, Sick, PTO, Bereavement). Only Active leave types are available. Click the Refresh icon beside the dropdown to reload the available types. |
Start Date | Yes | The first day of the requested leave period. Select using the date picker. |
End Date | Yes | The last day of the requested leave period. For a single day, set End Date equal to Start Date. For a half-day, set both dates to the same day and select the appropriate half-day option (if available for the leave type). |
Leave Count | Auto | Automatically calculated by the system based on the selected Start Date and End Date, accounting for weekends and public holidays. This field is read-only. |
Leave Reason | No | An optional rich-text explanation for the leave request. Supports Bold, Italic, Underline, Strikethrough, and text alignment formatting. The placeholder text “Explain your reason for leave…” is shown when empty. |
Click Submit (orange button, bottom-right) to submit the leave request for approval, or Cancel to close without saving.
⚠️ Important: Once submitted, a leave request cannot be edited by the employee. If a request needs to be changed, the employee should contact their HR manager to reject the request, after which a new request can be submitted. Submitting a leave request does not guarantee approval — the request enters a Pending state until reviewed by an HR Manager or Super Admin.
2.4. Viewing Leave Request Details
Click the eye icon (👁) on any leave request row to open the Leave Request Details dialog.
Field | Description |
Leave Type | The category of leave requested (e.g. Annual). |
Status | The current approval status of the request: Pending, Approved, or Rejected. |
Total Days | The total number of days covered by the request (e.g. 1 Day). |
Day Type | Whether the request is for a Full Day, First Half, or Second Half. |
Leave Duration | The start and end date of the leave period (e.g. 23 April 2026 to 23 April 2026). |
Applied On | The date on which the request was submitted (e.g. 15 April 2026). |
Leave Reason | The reason provided by the employee at the time of submission, displayed in a read-only text area. |
Click Close to dismiss the dialog.
Section 3: Manage Leaves
The Manage Leaves page provides HR managers and Super Admins with a centralised view of all leave requests submitted across the organisation. It includes a summary dashboard of request volumes by status and a paginated list of all individual requests, with the ability to view, approve, or reject each pending request.
Navigate to Leave Request → Manage Leaves to open this page.
3.1. Summary Cards
At the top of the Manage Leaves page, four summary cards provide an at-a-glance view of leave request volumes across the organisation.
Card | Colour | Description |
Total Requests | Orange | The total number of leave requests ever submitted in the system, all time (e.g. 971). |
Approved | Green | The total number of leave requests that have been approved (e.g. 740). |
Rejected | Red/Pink | The total number of leave requests that have been rejected (e.g. 63). |
Pending | Orange | The number of leave requests currently awaiting a decision (e.g. 168). |
3.2. Leave Request List
Below the summary cards, a paginated table lists all leave requests. Use the Search icon (🔍) to filter by employee name or leave type. Use the Refresh icon to reload the list.
Column | Description |
Employee Name | The full name and email address of the employee who submitted the request. Displayed as an orange link alongside their avatar. Click the name to view the employee's profile. |
Leave Type | The category of leave requested (e.g. Annual, WFH, Sick, Bereavement, PTO, Paternity). |
Days | The number of days requested (e.g. 0.5, 1, 2). |
Applied On | The date the leave request was submitted (e.g. 23 May 2026). |
Status | The current status: Pending (orange clock badge), Approved (green badge), or Rejected (red badge). |
Actions | Eye icon (👁) to view full request details. Tick icon (✓) to approve the request (Pending only). Cross icon (✕) to reject the request (Pending only). |
⚠️ Important: Approval and rejection actions are immediate and do not require confirmation. Once a leave request is approved or rejected, the status cannot be changed back to Pending. Approving a request deducts the corresponding days from the employee's available leave balance. Verify the request details using the eye icon before taking an action, particularly for requests covering extended periods or unusual leave types.
💡 Tip: Use the Items per page dropdown and pagination controls at the bottom of the list to navigate large volumes of requests. The list defaults to showing the most recently submitted requests first. Sort by any column header to reorder the list.
Section 4: Leave Type
The Leave Type sub-section allows Super Admins and authorised administrators to define and manage the categories of leave available to employees. Each leave type specifies whether it is paid, whether half-day requests are permitted, whether supporting documentation is required, and the annual entitlement (in days) for each country. Leave Types must be configured and set to Active before employees can select them when applying for leave.
Navigate to Leave Request → Leave Type to open this page.
4.1. Leave Type List
Column | Description |
Leave Type | The name of the leave category (e.g. PTO, Vacation, Annual, Paternity, Bereavement, Sick Leaves, Maternity Leave, Paid Time Offs, IC Paid Time Offs (Tenured)). |
Requires Document | Indicates whether employees must upload supporting documentation when applying for this leave type: Yes (green badge) or No (red badge). |
Status | The current status of the leave type: Active (green badge) or Inactive (orange/red badge). Only Active types appear in the leave application dropdown. |
Actions | Eye icon (👁) to view full leave type details. Pencil icon (✏️) to edit the leave type configuration. |
4.2. Adding a New Leave Type
Click the + Add Leave Type button at the top-right of the page. The Add Leave Type form will open.
Field | Required | Description |
Leave Type Name | Yes | The display name for this leave category (e.g. Sick Leave, Annual Leave, WFH). This name appears in the leave type dropdown when employees apply for leave. |
Status | Yes | Set to Active to make this leave type available to employees, or Inactive to disable it without deleting it. |
Icon | No | An icon to visually represent this leave type in the interface. Defaults to Calendar. Select from the available icon options in the dropdown. |
Is Paid? | No | Whether this is a paid leave type. Select Yes or No. Affects payroll calculations for approved leave. Defaults to No. |
Is Allow Half Day? | No | Whether employees can apply for a half-day of this leave type. Select Yes or No. Defaults to Yes. |
Is Require Document? | No | Whether employees must attach a supporting document when applying for this leave type. Select Yes or No. Defaults to Yes. |
Add New Country (Country) | Yes* | Select a country from the dropdown to define the annual entitlement for employees in that country. At least one country must be added for the leave type to function. |
Add New Country (Days Per Year) | Yes* | The number of days per year employees in the selected country are entitled to for this leave type. Enter the numeric value and click Add to add the country-entitlement pair. |
The Add New Country section allows multiple countries to be added to a single leave type, each with their own annual entitlement. Select a country, enter the days per year, and click Add. The country will appear in the list below. Repeat for each country. Countries can be removed from the list using the delete icon (🗑).
Click Save (orange button, bottom-right) to create the leave type, or Cancel to close without saving.
4.3 Viewing a Leave Type
Click the eye icon (👁) on any leave type row to open the Leave Type Details dialog.
The Leave Type Details dialog displays a complete read-only view of the leave type configuration:
Section | Description |
Leave Type Name | The name of the leave type (e.g. PTO). |
Status | The current status badge: Active (green) or Inactive. |
Paid Leave | Whether this is a paid leave type (YES or NO badge). |
Allow Half-Day | Whether half-day requests are permitted (YES or NO badge). |
Docs Required | Whether supporting documentation is required (YES or NO badge). |
Assigned Countries & Quota | A table listing all countries configured for this leave type, with the annual entitlement in days displayed as an orange badge (e.g. Dominica: 15 Days, Pakistan: 15 Days). |
Click Close to dismiss the dialog.
4.4. Editing a Leave Type
Click the pencil icon (✏️) on any leave type row to open the Edit Leave Type form.
The Edit Leave Type form is identical in structure to the Add Leave Type form, with all fields pre-populated from the current configuration. The Add New Country section additionally shows an editable table of the currently configured countries and their days per year, with a delete icon (🗑) to remove a country from the list.
Update the required fields and click Save Changes (orange button, bottom-right) to apply the changes, or Cancel to discard.
📜 Note: Changing the Is Paid?, Is Allow Half Day?, or Is Require Document? settings on an existing leave type affects all future leave applications of that type. It does not retroactively modify previously submitted or approved requests. Changing the Days Per Year for a country updates the annual entitlement for all employees in that country for the following leave year; mid-year changes may require manual adjustment of individual employee balances.
Summary:
The following table summarises the Leave Request module sub-sections covered in this guide, their primary purpose, and the intended audience.
Sub-section | Primary Purpose | Intended Audience |
My Leaves | View personal leave balance by type. Apply for new leave. Track the status of submitted requests. | All Employees |
Manage Leaves | Review all employee leave requests organisation-wide. Approve or reject pending requests. Monitor leave volumes via summary cards. | HR Manager, Super Admin |
Leave Type | Create and manage leave categories. Define paid/unpaid status, half-day permissions, document requirements, and country-specific annual entitlements. | Super Admin, HR Admin |