Leaves
What are Leaves?
Leaves are a fundamental unit within the human resources system that manages all types of permitted employee absences in an organized manner, whether paid, unpaid, sick, annual, or any other type determined by the company. This unit aims to organize absences, ensure workflow continuity, and achieve fairness in distributing leaves among employees according to the organization's policies.
The leaves module allows both employees and management to fully manage requests:
- Submit a leave request
- Review available balance
- Approve or reject leaves
- Track request statuses
- Apply company-defined leave policies
Thus, it plays an important role in human resources management and organizing attendance and operations.
What is the Purpose of the Leave System?
The system aims to:
- Ensure organized employee absences: To prevent workforce shortages within departments.
- Unify leave request mechanisms: Instead of manual methods that cause errors or oversight.
- Manage leave balances accurately: So employees know how many days remain from their annual or sick leave.
- Support decision-making: By displaying alerts about leave conflicts between employees in the same department.
- Provide a complete record for each employee: Including previous leaves, approvals, and rejections.
Leave Types in the System
Leaves vary according to company policy, but the system typically supports the following types:
1. Annual Leave
Paid leave granted to employees annually according to labor law or company policy.
2. Sick Leave
Requested when there is a health condition, and may require a medical report or attachment.
It is recommended to submit sick leave requests as soon as possible with a medical report attached to expedite the approval process.
3. Unpaid Leave
Salary is deducted for days the employee is absent without available balance.
Salary is automatically deducted for unpaid leave days, so make sure to understand company policy before submitting the request.
4. Emergency Leave
Used in unexpected situations and may be limited to a certain number of days.
5. Maternity / Paternity Leave
According to company policy and labor laws.
6. Study or Training Leave
If the employee is enrolled in a course requiring absence days.
7. Other Custom Leaves
The company can add them as needed, such as:
- Marriage leave
- Bereavement leave
- Hajj or Umrah leave
All types are managed through system settings and can be linked to specific functions.
How Does the Leave System Work?
1. Employee Submits a Leave Request
The request includes:
- Leave type
- Start date
- End date
- Number of days
- Reason for leave
- Attachment if the leave type requires it
It is recommended to submit leave requests in advance (at least one week before) to facilitate the approval process and avoid conflicts.
2. System Verifies Employee Balance
If the leave requires a balance, the system automatically checks:
- Number of available days
- Accumulation or deduction policy
If the employee doesn't have sufficient balance, an alert appears.
If the employee doesn't have sufficient balance, a clear alert appears that prevents submitting the request or suggests using unpaid leave.
3. Manager Receives and Decides on the Request
The manager can:
- Approve the leave
- Reject the leave
- Request date modifications
- Add notes
4. System Automatically Updates Attendance
If approved:
- No attendance is recorded on leave days
- Recorded as leave in the employee's record
- Prevents conflicts with shifts or tasks
All updates occur automatically upon approval, ensuring record accuracy and reducing errors.
5. Impact of Leaves on Payroll
According to company policies:
- Paid leaves → No impact
- Unpaid leaves → Deducted
- Sick leaves → Treated according to regulations
Leave Interface Components in the System
1. Leave Balance
Displays the employee's balance for each leave type:
- Available
- Used
- Remaining
Balance is automatically updated when a leave request is approved or when new balance is added by management.
2. Leave Request Form Page
Contains:
- Leave type
- Start date
- End date
- Automatically calculated number of days
- Document upload (optional)
- Reason for leave
The system automatically calculates the number of days based on the specified dates, excluding official holidays.
3. Request History
Displays:
- Previous leaves
- Pending leaves
- Approved leaves
- Rejected leaves
The history can be filtered by type, status, or time period to facilitate search and review.
4. Management Page
Shows:
- All requests requiring approval
- Leave conflicts within the department
- Details of each request
- Ability to approve or reject requests
Simple Examples Illustrating Leaves
Example 1: Annual Leave
Employee: Ahmed
Balance: 15 days
Request: January 10 to January 12
Number of days: 3
Status: Approved
New balance = 12 days
In this example, the employee had sufficient balance (15 days) and requested only 3 days. The system automatically deducted the days from the balance after approval.
Example 2: Sick Leave Requiring Document
Employee: Mona
Leave type: Sick
System requests medical report attachment
Approved after document upload
Some types of sick leave require attaching a medical report as a prerequisite for approval. Make sure to upload the document before submitting the request.
Example 3: Unpaid Leave
If no balance is available:
Request → "Unpaid leave" → Automatically deducted from monthly salary
Unpaid leave directly affects monthly salary. Make sure to discuss the matter with the manager before submitting the request.
Simple Brief Definition
Leaves are a system that allows employees to submit absence requests according to specific types such as annual, sick, or unpaid leave, and the system manages balance, approval, and tracks all leaves accurately.
Manager Leave Management
The leave management module allows managers to track all leave requests submitted by employees within the department or company, with the ability to review data and make appropriate decisions according to human resources policies. This unit is essential to ensure workflow continuity without interruption and balance the number of absence days among employees.
First: Manager's Role in Leave Management
Through this interface, the manager:
- Reviews new leave requests
- Verifies employee balance and leave type
- Checks for conflicts with other employees in the department
- Approves or rejects requests
- Adds notes when making decisions
- Views employee's previous leave history
- Tracks the status of each request: (pending – approved – rejected)
Second: Manager Dashboard in Leave Management
When the manager enters the leaves page, they see:
1. Number of Pending Requests
Displays requests awaiting the manager's decision, which are most important as they require quick action.
Pending requests need quick review to ensure employees are not delayed in their personal plans.
2. Previously Approved Requests
To view leaves that have been previously approved.
3. Rejected Requests
With the reason for rejection displayed to improve communication with employees.
4. Upcoming Leaves Table
Shows future days when employees will be absent, helping the manager plan and organize team tasks.
Use this table for advance planning and balanced task distribution during expected absence periods.
Third: Leave Request Details
When clicking on any request, all its details appear:
1. Request Information
- Leave type (sick, annual, marriage, Hajj, etc.)
- Start date
- End date
- Total number of days
- Employee balance before and after leave
- Attachments (if any: medical report – official document)
- Reason for leave written by the employee
2. Request Status
- Pending
- Approved
- Rejected
3. Request Record
Displays:
- Request submission time
- Last update time
- Who reviewed it
The request record helps track the request history and ensure transparency in the approval or rejection process.
Fourth: Manager Actions on Leave
The manager can take one of these actions:
1. Approve Leave
Upon approval, the system:
- Reserves leave days from employee balance
- Automatically updates attendance schedule
- Prevents attendance recording on leave days
- Sends notification to employee
- Adds request to employee's record
Before approval, make sure there are no conflicts with other employees in the same period, especially in small departments.
2. Reject Leave
The manager needs to write the reason for rejection, such as:
- Insufficient balance available
- Leave conflicts with other employees
- Work pressure in the same period
- Missing required attachment (e.g., medical report)
After rejection:
- Employee is notified
- Request appears in "Rejected Leaves" section
3. Request Date Modification
If dates are not suitable, the manager can:
- Send a note to the employee
- Request change of start or end date
- Suspend request until modification is made
Instead of direct rejection, date modification can be requested to avoid conflicts with other employees.
4. View Employee Leave History
To verify:
- Number of previous leaves
- Last leave taken
- Leave usage rate
- Employee compliance with leave policies
Reviewing employee history helps make balanced decisions and identify unusual usage patterns.
Fifth: Alerts Displayed by the System to Managers
The system helps managers make accurate decisions through smart alerts, such as:
1. Leave Conflicts Within Department
"More than one employee has leave in the same period."
When there is a leave conflict, it is recommended that the manager review priorities and the nature of work in the department before making a decision.
2. Insufficient Employee Balance
"Leave balance is insufficient to complete the request."
The manager can either reject the request or suggest converting it to unpaid leave after employee approval.
3. Leave Requires Attachment
Example:
"A medical report must be attached to approve sick leave."
The system automatically checks for required attachments according to leave type. Make sure to upload all required documents.
4. Leave Exceeds Allowed Policies
"Emergency leave cannot be submitted for more than one day."
Sixth: Impact of Approved Leaves on the System
Upon leave approval:
Update Attendance Schedule
No attendance is recorded for the employee on leave days.
If an employee attempts to record attendance on approved leave days, an alert will appear indicating they are on leave.
Update Payroll
According to leave type:
- Annual leave → Paid
- Emergency leave → Paid
- Sick leave → According to company policy
- Unpaid leave → Deducted from salary
Make sure to understand company policy for each leave type before approval to avoid payroll calculation errors.
Update Job Performance
Increased absence may affect compliance rate.
Repeated or excessive absence may affect performance evaluation and promotions. It is recommended to monitor absence patterns regularly.
Practical Examples for Managers
Example 1: Employee Requests Annual Leave
Employee: Ahmed
Balance: 15 days
Request: 3 days
Status: Approved
New balance: 12 days
This is an example of a successful leave request where balance was sufficient and approval was quick. Employees are advised to submit requests in advance to avoid conflicts.
Example 2: Employee Submits Sick Leave Without Medical Report
System displays alert to manager:
"This leave requires an attachment"
→ Manager rejects request with reason added.
In this case, the system automatically prevented approval due to missing required attachment. The employee is advised to resubmit the request with the attachment.
Example 3: Two Employees in Same Department Submit Leave for Same Week
System displays:
"Leave conflict within department"
→ Manager reviews priority and approves only one request.
The system automatically detects conflicts and helps the manager make a balanced decision. Employees are advised to coordinate with colleagues before submitting requests.
Section Summary
The leave management page allows managers to review all leave requests, verify balance and attachments, and approve or reject requests based on company policies, with smart alerts appearing for conflicts or insufficient balance.