Applying Leave and Viewing Leave Details

How is leave applied?

Applying leave is a simple task which can be done by following the steps given below.

  • From your home page, go to Leave Tracker > Views > Apply Leave

  • Enter the details like Leave Type, Date etc

  • Click Submit

Can the administrator apply leave on behalf of an employee?

Yes. This is possible. The administrator can log leave in case it is not done by an employee. Follow the steps given below to do the same.

  • From your home pagego to Leave Tracker > Views

  • Click Apply leave
  • Under the Employee ID drop down, select the employee name
  • Select the leave type
  • Select the From date and To date
  • Enter the Team email id and Reason for leave if needed

  • ClickSubmit

What is the purpose of 'Team email ID' while applying leave?

While applying leave, there is an option to notify the team of the person's absence. On clicking 'Apply Leave', an employee is taken to the page as shown in the image below. Here, under Team email ID, one can specify the email address of the team to be notified of the absence of the person who is on leave.

Can employees see their leave balance while applying leave?

To apply leave from their home page, employees should go to Leave > Apply Leave

  • Click on the icon called 'Balance' at the right bottom of the page

This gives the leave balance details.

How can leave be cancelled?

Follow the steps given below to cancel leave requests.

  • From your home page, go to Leave Tracker > Views
  • Click on the leave request and click on Cancel Leave

The leave gets cancelled and you can see the status mentioned as 'Cancelled' in Views.

Note: Cancellation of leave is possible only for future-date requests awaiting approval.

Is there a way to notify the team when a leave is cancelled?

Yes. This is possible. Email alerts can be configured to notify the team when an employee cancels leave. Follow the steps given below to do this.

  • From your home page, go to Settings (gear icon) > Automation > Workflow > Add Workflow
  • Select the Leave form under form name
  • Give a name for the workflow
  • Keep the status as Active
  • Under Trigger Process, check 'Cancel'

  • Under Action, select the + icon to configure a new mail alert
  • Give a name for the email alert
  • Under From, select Person performing this action
  • Under To, type the team email id in the contact email
  • Give a Subject for the email
  • Select Create new template

  • Type the message using the available merge fields

For eg. "Dear Team, employee (insert first name and last name from the available merge fields), has cancelled leave."

  • Click Save
  • Go back to the workflow page and select the email alert that you have created

Now the email alert is linked to the workflow

  • Click Save

Note: Cancellation of leave is possible only for leave applications of a future date that are awaiting approval. This is not possible for leave applications of past dates.

Once this workflow is configured, the team members will receive an email notification if a cancellation of leave is done by any of the members of the team. This will help the team know the exact leave status of their peers.

How can I view the leave details of the past year for an employee?

Follow the steps given below to view this.

  • From your home page, go to Leave Tracker > Views
  • Use the employee search tab to select the employee
  • Click on the filter and under Leave Year drop down, select the year

  • Hit Search

You will be able to see the report for the selected year for the employee.

How do I view a particular department's leave calendar for the previous month?

The department leave calendar helps you get a clear picture of the details of all the members of a department. Follow the steps given below to view this.

  • From your home page, go to Leave Tracker > Views > Calendar View
  • Click on Department and click on the filter
  • Select the desired department in the 'Department' drop down and hit Search

  • Use the left arrow key to go the previous month

You will be able to see the details as required.

How do I view a particular employee's leave calendar?

Viewing an employee's leave calendar can be done in the Calendar View by following the steps given below.

  • From your home page, go to Leave Tracker > Views > Calendar View
  • Select the user using the employee search tab

You will be able to see the details in the calendar.

Is it possible to take a print of the department leave calendar?

Follow the steps given below to be able to do this.

  • From your home page, go to Leave Tracker > Views > Calendar View
  • Click on 'Department' and click the Filter
  • Select the department from the 'Department' drop down and hit Search

You will be able to see the leave calendar of the entire department.

  • Click on the ellipsis icon and select Print to take a print out of this

How can I view leave applications of a particular date?

Follow the steps given below.

  • From your home page, go to Leave Tracker > Views > Leave Applications
  • Click on the filter
  • Under 'Date of Request'drop down, select 'Is' and give the date

  • Hit Search

You will be able to see the leave requests which were logged for the date chosen.

How does leave encashment work? Is there a way to track the number of days that should be encashed?

Leave encashment is an option that is given to employees to encash the surplus leave that they have. When there is roll over of leave involved, encashment becomes a little tricky because in case of roll over, the number of days that exceed the roll over count should only be taken into account for encashment.

In Zoho People, you have the option to roll over excess leave. Click here to know how to enable this option. You also have the option to encash leave that exceeds the roll over number.

Let us consider an use case to understand how encashment works.

Assume that, as per the configuration, you have defined that the total number of days of leave for a particular leave type is 12 days.

Under roll over, you have defined that the number of days that can be rolled over is 30 days totally. Let us see how the roll over and encashment gets calculated in this use case.

  • Year I - entitlement 12 days - an employee X has utilized 2 days and carried forward 10 days, hence roll over = 10 days
  • Year II - entitlement 12 days - total no of days available - 12 + 10 (of roll over) = 22 - out of these 22 days, let us assume that an employee has not utilized any of the leave. Hence roll over = 22 days
  • Year III - entitlement 12 days - total no of days available - 12 + 22 = 34 days

When this leave is rolled over into the Year IV, only 30 days of roll over is possible as per the configuration. Hence 30 days will be rolled over and the remaining 4 days will show under encashment.

The number of days available for encashment can be seen under the column 'Encashment' when you go to Leave Tracker > Reports > Leave Encashment Report

Note: Roll over works only for system generated roll over of leave. This option does not work for Initial Balance that is updated manually.

 

In the absence of roll over, you can choose to encash the unutilized leave. You can see the leave balance of employees using the User Report. Follow the steps given below to view the leave balance.

  • From your home page, go to Leave Tracker > Reports > User Report
  • Click the list view to see total no of days of permitted leave, Leave taken and the Available Balance
  • Using the filter, select the year for which you would like to see the leave balance

The unused leave count can be encashed to the employees.

New Leave Type 

​How can I create a new leave type according to my organization's needs?

  • From your home page, go to Leave tracker > Settings

  • Click Leave type and click Add to add a new leave type
  • Click leave entitlement
  • Under Type , you can define if the leave type is a paid or unpaid leave or if it falls under on-duty type

  • In Leave unit , you can define if the leave is based on the number of days or number of hours

Applicable

In this section, you have two divisions.

Using the first tab - 'Applicable For', you can decide the list of employees who are eligible for this leave type. The list can be arrived at, by choosing from various options like Department, Designation, Location, Role, Gender etc. The second tab - 'Not applicable for' lets you list out the exceptions. If you would like exclude a User or a Designation or Location etc, then you can define it here. This is useful in scenarios where, you want to exclude a designation like 'Trainees' from being eligible for a particular leave type. 

Leave Entitlement

  • In Period , you can choose the period for which the leave is applicable for. You can set leave accruals also.

Accrual configuration will entitle the leave balance to the employees in parts based on the selected period. Accrual refers to the number of days of leave you have in stock before it is being utilized within a time period. For eg, If your leave policy says that every employee is eligible to take one day leave at the end of every month, it means that the Accrual period is one month. You can define if the leave can be taken at the beginning or end of this accrual period and mention the number of days that can be taken.

 TipClick here to know more about Accruals.

  • Under For, you can choose if the leave is applicable for all employees and define the maximum number of days of leave that can be taken by all employees
  • You can also define the number of days of leave for experienced employees alone. If you click on Experienced Employees , you will be able to see this screen
  • Here, you can define the number of years of months that an employee must have completed to being able to take a specific number of days as leave
  • Click Submit


 

All the detailed settings for a new leave type are available under Advanced settings.

    Holiday/Weekend Settings

    • Exclude holidays for Leave - This box needs to be checked if holidays (as per the holiday calendar) needs to be excluded while an employee applies for leave to a specific leave type. In case of shifts, location based holidays will be replaced by shift-based holidays
    • Exclude weekends for Leave - This box needs to be checked if weekends need to be excluded while an employee applies for leave under a specific leave type. In case of shifts, shift-based weekends will override the general organizational weekends defined

     TipVisit the following pages to know how to create Shift based holidays and weekends

    1. Shift Based Holidays
    2. Shift Based Weekends
    • Include All holidays and weekends in the leave period / Only the holidays and weekends that follow the number of days specified, if the applied leave period exceeds __(no of days)Business / Calendar days

    There are two division here as explained below.

    1.Include all holidays and weekends in the leave period - If you select this option, it means that you are including ALL the holidays and weekends that fall in the entire leave period, provided the leave period exceeds the specified no of days

    2.Include Only the holidays and weekends that follow the no of days specified - If you select this option, it means that you are including only the holidays and weekends that come after the specified no of days

    Tip : Click here for use case pertaining to this option.

    Note: The number of days specified can be Business or Calendar days. 

    Leave Restrictions

    • Enable quarter-day option - If this is enabled, then the employee will be able to apply for leave for a quarter of the day
    • Enable half-day Option - If this is enabled, then the employee will be able to take half day leave
    • Round-off permitted leave count - This is to permit rounding off of leave
    • Do not allow beyond the allowed limit - If this is enabled, then, when an employee applies for leave more than the allowed limit, the system will auto-reject the leave
    • Maximum Number of Consecutive Day(s) of Leave Allowed - Here, you can define the number of consecutive days of leave allowed for this particular leave type
    • Leave Application Should be Submitted Before - This option is most useful when employees go on planned leave. This option helps in better planning in case of absence of an employee

    New Joinee leave entitlement details:

    This section is meant for defining rules for new joiners in an organization.

    • Consider date of joining - Check this box if you want to take the date of joining into account.
    • Probation period - Define if the probation period should include weekends or not

    Note: Calendar days include weekends and holidays. Business days include only the days in a work week.

    • No of waiting day(s)- Here, the number of days until which a new employee needs to wait to be able to apply a particular type of leave can be defined.
    • Initial value during probation period - Number of days of leave a new joiner can take until confirmation of probation.
    • Joining Month leave count - By using this option, you can define leave entitlement for employees who join after a specific date of the month.

    Roll over / Carry forward settings:

    • Roll over / Carryforward settings - This option is to make roll over of leave possible for a particular leave type.
    • Maximum Roll Over-Accumulation Count - Here, you can define the maximum number of days that can be accumulated.

    Expiry:

            Under Expiry, you can define the start date and the end date for a leave type

    I am able to see that there is a leave type called 'Absent'. What is the purpose of this leave type?

    When an employee does not mark attendance for a particular day, it is captured as Absence with the help of the 'Absent Scheduler'. This will show under a leave type called 'Absent' for the employee in the leave - list view. The employee can then convert this to leave (under any of the leave types) by clicking on 'Convert to leave'.

     Tip :Click here to know more about the Absent Scheduler.

    As an administrator, you can define some restrictions for this leave type 'Absent', as explained below. Please note that the restrictions that you define in this leave type will impact the Absent scheduler.

    • From your home page, go to Leave Tracker > Settings > Leave Type

    You will be able to see the leave types listed here.

    • Hover your mouse over the Absent leave type to click on the edit icon
    • Go to Holiday/Weekend Settings

    You have the following options here.

    1. You can include all the weekends and holidays - In this case, you do not have to check the boxes 'Exclude holidays for leave' and 'Exclude weekends for Leave'. All the weekends and holidays will be included when an employee is absent.

    As per the settings in Attendance module, let us assume that you have defined that the Absent Scheduler should push entries of the previous day. In the settings for 'Absent' leave type, you have defined that holidays and weekends during absence should be included.

    In his scenario, when an employee is absent on Friday and Monday, initially, the scheduler will only push the entry for Friday and not for Saturday and Sunday since these two days are weekends as per the organization's weekend settings. However, on Tuesday, the entry pushed will include Saturday and Sunday as well because of two reasons as listed below.

    a. There is a continuous absence from Friday until Monday

    b. As per the Absent leave type settings, the weekends and holidays will have to be included

    Hence, when the employee converts the absence of these four days to leave under any of the leave type, the number of days of leave will be only 4.

    2. The next option is for you to Exclude the weekends and holidays - In this case, all the holidays and weekends will be excluded when the employee is absent. To enable this option, check the box 'Exclude holidays for leave' and 'Exclude weekends for leave'. Consider the same scenario as above.

    When an employee is absent on Friday and Monday, the scheduler will only push the entry for Friday and not for Saturday and Sunday since these two days are weekends as per the organization's weekend settings. On Tuesday, the entry pushed will exclude Saturday and Sunday because, as per the Absent leave type settings, the weekends and holidays will have to be excluded. Hence, when the employee converts the absence of the two days - Friday and Monday, to leave under any of the leave type, the number of days of leave will be only 2.

    3. The last option is you can choose to include weekends and holidays only when the number of days of consecutive days of absence exceeds the number of days specified by you. If you choose to use this option, you can further drill down to define the following.

    a. Include all the weekends and holidays in the absence period - This means that if the number of days of consecutive absence exceeds the number of days specified, then all the weekends and holidays in the entire period will be taken into account. However, the number of days of leave will depend on whether you have chosen Business or Calendar days in the configuration. 

    Let us consider this scenario.

    An employee is absent form 1 March to 11 March

    You have defined that all the weekends and holidays should be included if the number of days of consecutive absence exceeds 3 business days. In this scenario, the total no of days will be calculated as follows.

    • Days of Absence from 1 March - 5 March
    • Weekends during this period - 2 days (3 & 4 March)
    • Total no of days of absence that will be calculated is 3 days (1, 2 and 5 March). The weekends 3 and 4 March will not be included because the total leave period does not exceed the limit of 3 business days. In case, the leave is extended by one more day, then the weekends (3 and 4 March) will be included. 

    The Scheduler will push entries as per the settings defined in the Absent Leave type.

    Instead of Business days, if you have defined as Calendar days while adding the leave type, then the 

    Total no of days of absence will be calculated is 5 days (1, 2, 3 , 4 and 5th March). The weekends 3 and 4 March will also be included because you have defined that all the weekends/holidays should be included if the total no of CALENDAR days exceeds 3days. 

    b. Include only the holidays and weekends that follow the number of (Business/Calendar) days specified - This means that if the number of days of consecutive absence exceeds the number of days specified, then the weekends/holidays that follow the number of days should be taken into account.

    An employee is absent form 1 March to 5 March

    You have defined that the weekends and holidays should be included if the number of days of consecutive absence exceeds 3 BUSINESS days. In this scenario, the total no of days will be calculated as follows.

    • Days of Absence - From 1 to 5 March
    • Weekends during this period - 2 days (3 and 4 March)
    • Total no of days that will be calculated as absence will be 3 days (1, 2 and 5 March). The weekends 3 and 4 March will not be included because they are within the 3 BUSINESS days limit. 

    Instead of Business days, if you have defined as Calendar days while adding the leave type, then the 

    Total no of days of absence will be calculated is 4 days (1, 2, 4 and 5th March). The weekends 3 March will not be included because it is within the first three CALENDAR days limit. However, the weekend 4 March will be included because you have defined that the weekends/holidays that follow the first 3 Calendar days of absence should be included. 

    Note: The functioning of the scheduler, as explained in the use cases above, is not applicable in case of leave applications that are submitted prior to the date of leave.

    Could you please explain how the include weekend/holidays and exclude weekend/holidays options work while defining a leave type?

    While creating a new leave type, you have three options with respect to weekends and holidays, as explained below.

    1. You can include all the weekends and holidays - In this case, you do not have to check the boxes 'Exclude holidays for leave' and 'Exclude weekends for Leave'. All the weekends and holidays will be included when an employee applies for leave.
    2. The next option is for you to Exclude the weekends and holidays - In this case, all the holidays and weekends will be excluded irrespective of the number of days of leave applied for. To enable this option, check the box 'Exclude holidays for leave' and 'Exclude weekends for leave'
    3. The last option is that you can choose to include weekends and holidays only when the number of days of consecutive days of leave exceeds the number of Calendar/Business days specified by you. If you choose to use this option, you can further drill down to define the following.
      a. Include all the weekends and holidays in the leave period - Let us consider an example here.

      Let us assume that 25 of the month falls on a Monday and it is a holiday. You have defined (while adding the leave type), that, if the total number of days of leave applied exceeds 4 BUSINESS days, then all the weekends and holidays in this period should be included. In this scenario, the total number of days of leave taken by the employee will be calculated as follows:

    • Number of consecutive days of leave after which all weekends/holidays should be included- 4 days
    • Period for which leave is applied - 22 to 27
    • Number of weekends in this period - 2 days (23, 24)
    • Number of holidays in this period - 1 (25)

    • No of days of leave that will be calculated - 3 days (22, 26 & 27) . We will not be including the weekends (23 and 24) and holiday (25) because the total no of days of leave applied is within four BUSINESS days

      Consider the same scenario with one change. Assume that you have defined (while creating the leave type) that all weekends and holidays should be included if the total no of days of leave exceeds 4 CALENDAR days. In this scenario, the leave will be calculated as follows.

    • No of days of leave that will be calculated - 6 days (From 22 to 27). We will be including the weekends (23 & 24) and holiday (25) because the total no of days of leave exceeds 4 CALENDAR days

    b. Only the holidays and weekends that follow the number of Business/Calendar days specified - Let us consider the same example to explain this option.

    Let us assume that 25th of the month falls on a Monday and it is a holiday. You have defined that the maximum number of consecutive days of leave after which weekends/holidays will be included is 4 BUSINESS days. In this scenario, the total number of days of leave taken by the employee will be calculated as follows:

    • Number of consecutive days of leave after which weekends/holidays should be included - 5 business days
    • Period for which leave is applied - 22 to 27
    • Number of weekends in this period - 2 days (23 & 24)
    • Number of holidays in this period - 1 (25)

    • No of days of leave that will be calculated - 3 days (22, 26 & 27) because we are considering ONLY the holidays and weekends that follow the maximum no of days of consecutive business days of leave after which holidays/weekends will be included. We will not be considering the 3 days (23, 24 and 25) of weekends and holiday here because these three days are within the 4 business days of leave. 

    Consider the following example. Assume that , you have defined (while creating the leave type) that the holidays and weekends that follow a total of 4 Calendar days of leave should be included.

    • Period for which leave is applied - 22 to 1
    • Number of weekends in this period - 4 days (23, 24, 30 & 31)
    • Number of holidays in this period - 1 (25)
    • The number of days of leave that will be calculated - 8 days (22, 26, 27, 28, 29, 30, 31 and 1)

    Here, we are not including the weekends 23, 24 and the holiday 25 because, these days are within the first four Calendar days of leave applied. However, we will include the weekend 30 and 31, because these two days follow the four Calendar days as defined while creating the leave type. 

    Note: In case of shifts, shift based holidays and weekends will over ride the general holidays and weekends configured for the organization in all of the 3 options listed above. 

    I would like to have the weekends and holidays included in the leave period even if the employee splits the leave under different leave types like Casual and Sick Leave. Is this possible ?

    While adding a leave type, you can define if the number of days calculated as leave for this leave type should be based on Calendar days or Business days (Leave Tracker > Settings > Add > Advanced Settings > Holidays/Weekend Settings)

     Tip : Click here to know how to add a new leave type

    However, there are chances that weekends and holidays will get excluded when leave is applied under different leave types. You can create a restriction to prevent this. Follow the steps as given below. 

    • From your home page, go to Leave Tracker > Settings > General Settings
    • Under Holiday/Weekend settings, enter the number of days of consecutive days of leave after which the weekends and holidays should also be included as leave
    • Under 'Period', select Calendar or Business days
    • Under Applicable for, select the leave types for which this is applicable
    • Click Submit

    Let us consider a scenario to understand this better. Assume that an employee has applied for sick leave from Monday to Friday and for Casual leave from the following Monday to Friday. In this case, if there are no restrictions, then the employee can skip including the weekends that fall in between. Instead, you can create a restriction using General Settings to have the weekends and holidays included in cases such as this. Follow the steps given below.

    • From your home page, go to Leave Tracker > Settings > General Settings
    • Enter the value as 5 under 'Number of consecutive days after which holidays/weekends in the leave period should be considered as leave'
    • Under 'Period', select Calendar or Business days
    • Under 'Applicable For', select both Sick Leave and Casual Leave (you can group the leave types that you wish.)
    • Click Submit

    Now, the total number of days of leave (across leave types that you have mentioned under 'Applicable For') after which holidays and weekends will be included is defined as 5. This means that, even if an employee applies for two weeks under these two leave types, the weekends will be included.

    Note: The weekend  that falls in between the two weeks of leave will be calculated as Casual Leave because, the second part of leave has been applied under this leave type only. In case an employee applies for leave for the second week first and the first week later, then the weekend in between the two weeks will be logged as Sick leave since the second part of leave has been applied as Sick Leave.

    What is leave accrual? How does it work?

    Accrual configuration will entitle the leave balance to the employees in parts based on the selected period. Accrual refers to the number of days of leave you have in stock before it is being utilized within a time period. For eg, If your leave policy says that every employee is eligible to take one day leave at the end of every month, it means that the Accrual period is one month. You can define if the leave can be taken at the beginning or end of this accrual period and mention the number of days that can be taken.

    • From your home page, go to  Leave Tracker
    • Click Settings > Apply Leave type > Add

    • Select other fields like For, Role, Work location etc based on your need
    • Under Period, select the accrual period from the options that are listed - like Monthly, Quarterly etc. By choosing the accrual period, you are defining that the leave count that you will define is applicable only for this period
    • Under 'On', select Beginning of accrual period or End of accrual period or Based on Date Of Joining

    Note: If you select End of Accrual period, then employees will be able to take this leave only at the end of the month in this scenario. If you select the option, Based on Joining date, then the accrual period (monthly as chosen here) will be calculated based on that. I.e, one month will be from 5th of a month until the 5th of the next month.

    • Select All employees or Experienced employees (Define various experience levels (years & months) and set maximum leave count for each experience level)
    • Under Accrual reset, there are two options

    1. No reset - which means that the number of days accrued will be carried forward to the next period.

    2. Reset the Value - This option, lets you reset the accrual value to Zero, which means that the number of days accrued should be utilized within the accrual period. It cannot be carried forward beyond the accrual period

    • Under Leave Count, enter Days or Hours in Apply Leave count (leave units)

    You have now set leave accrual for your organization. You can go on to set other conditions by clicking Advanced Settings.

    Where can accruals be used?

    Let us consider that an Organization A wants new joinees to be eligible for leave of 0.5day per month. This applies to employees who have joined before the 15th of the month and this leave can be taken at anytime of the month. For employees who have completed 6months of service, the organization wants to grant one day of leave per month to be taken in a month.

    There is a condition that employees should not accumulate this leave to the next month.

    Accrual settings can help you achieve this. Follow the steps given below.

    • From your home page, go to Leave Tracker > Settings > Leave Type > Add

    • Give a Name for the leave type
    • Select the type and unit as per your need
    • Give a description if needed

    • Under Applicable for select the fields as per your need

    • Under Period, select Monthly
    • Under On, select Beginning of accrual period

    Note: If you select End of Accrual period, then employees will be able to take this leave only at the end of the month in this scenario. If you select the option, Based on Joining date, then the accrual period (monthly as chosen here) will be calculated based on that. I.e, one month will be from 5th of a month until the 5th of the next month.

    • Under Accrual reset, select Reset to Zero, because, as per our scenario, the organization does not want to roll over this leave beyond the accrual period
    • Under For, select Experienced based and enter 0.5 for new joinees

    • Click the + icon to add another row
    • Enter 'After' 6 months and give the value as 1

    • Enable half-day or quarter-day option if needed

    • Under New Joinee Leave Entitlement Details, check Consider Date of Joining
    • Under joining month leave count, enter the value as 15 of the month, and give the value as 0 in days
    • Click Submit

    You have now configured leave accrual for new joinees and for experienced employees.

    How can I roll over the unused leave balances to the next year?

    Leave that has not been utilized in the current year can be carried forward by the employee to be used in the following year. Follow the steps below to do this.

    • From your home page, go to Leave Tracker > Settings
    • Click Leave Type

    When you click Add , you will see this screen

    • Click Advanced settings
    • Check the box Roll over/Carry forward settings under Leave restrictions

    By doing this, you enable your employees to carry forward or roll over their leave to the next year.

    • Under Roll over/Carry forward settings , type the maximum number of days you want to be carried forward in 'Maximum Roll Over-Accumulation Count'
    • Click  Submit

    Can I define a leave type to be taken within a particular span of time?

    • From your home page, go to Leave tracker > Settings
    • ClickLeave type
    • When you click Add you will see this screen

    • Click Advanced Settings
    • Under Expiry , you can set a Start Date and Expiry Date for the leave type
    • Click Submit

    What are the restrictions I can create for a leave type?

    • From Home, go to Leave Tracker > Settings > Leave Type > Add

    • Click Advanced settings

      Under the first section, you can select the type of restrictions you need to set for the leave type.

      • Enable quarter-day option - If this is enabled, then the employee will be able to apply for leave for a quarter of the day
      • Enable half-day Option - If this is enabled, then the employee will be able to take half day leave
      • Do not allow user to apply leave beyond the allowed limit - If this is enabled, then, when an employee applies for leave more than the allowed limit, the system will auto-reject the leave
      • Round-off permitted leave count - This is to permit rounding off of leave
      • Exclude holidays for Leave - This box needs to be checked if holidays (as per the holiday calendar) needs to be excluded while an employee applies for leave to a specific leave type. In case of shifts, location based holidays will be replaced by shift-based holidays
      • Exclude weekends for Leave - This box needs to be checked if weekends need to be excluded while an employee applies for leave under a specific leave type. In case of shifts, shift-based weekends will override the general organizational weekends defined
      • If the number of days of consecutive days exceeds_____, then include (the dropdown with the options)- This option can be used when you want the holidays/weekends to be included after a specified number of days of consecutive days of leave applied. This option is sub-divided into two as explained below

      1. Include all holidays and weekends in the leave period - If you select this option, it means that you are including ALL the holidays and weekends that fall in the entire leave period, provided the leave period exceeds the specified no of days in the previous step.

      2. Include Only the holidays and weekends that follow the no of days specified - If you select this option, it means that you are including only the holidays and weekends that come after the specified no of days in the previous step.

      Tip Click here for use case pertaining to this option

      Note: It is good to know that though the Maximum number of consecutive day(s) allowed for a leave type is fixed at a particular count, it is possible for you to define that weekends/holidays can be included even before that fixed count is reached.

      • Maximum number of consecutive day(s)of Leave allowed - This option helps you define the maximum number of consecutive day(s)of leave that can be applied under this leave type.
      • No. of days before which the leave application should be submitted - Here, you can define the number of days before which the leave application should be submitted for a leave type. This option helps in better planning in case of absence of an employee.

    How can I configure half-day leave for a leave type?

    Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Settings > Leave Type > Add

    When you click Add to add a new leave type you will see this screen

    • Check the box 'Enable half-day option'
    • Configure other options as per your need

    • ClickSubmit

    Now, half-day option is configured for this leave type.

    Is it possible for an employee to log in a couple of hours as permission on a given day?

    Yes. This is possible. Employees can avail the option called Quarter day leave in order to make a request for permission. Follow the steps given below for configuring this option in the leave type.

    • From your home page, go toLeave Tracker > Settings > Leave Type

    • Go to the leave type for which you need to enable this option
    • If you would like to enable this option for a new leave type, go to Leave Tracker > Settings > Leave Type > Add
    • Go to Advanced Settings

    • Tick the option 'Enable quarter-day option'
    • ClickSubmit

    Once the configuration is done, employees will be able to utilize this option by following the steps given below. Administrators who log for quarter-day leave on behalf of their employees can also follow this method.

    • Click 'Apply leave' from Leave Tracker > Views
    • Under Leave Type, select the respective leave type
    • Select the date
    • Tick the 'Quarter day' box if you would like to apply for a quarter day leave. In case both Quarter day and Half day leave are configured for the particular leave type, then you will be able to see both of these options as a drop down list.
    • Click Submit

    As for the reports, Quarter day leave will be calculated as 0.25 day when an employee applies for a quarter day leave.

    Note: You can enable both quarter day and half day option for the same leave type. However, the employee will be able to apply leave either as quarter day or as half day on a particular date for that particular leave type.

    Can I configure a leave type for a particular employee based on seniority or experience?

    • From Home, go to Leave Tracker > Settings
    • Click Leave type
    • Click on Add to create a new leave type.
    • Click Leave entitlement and enter the details
    • Under 'Applicable', click on 'Applicable For' and select the User from the list of options given

    If you want to add this option for an existing leave type, go to the intended leave type, click the edit button on the right corner and follow the same steps.

    • ClickSubmit

    Can I define leave entitlements for new employees until probation confirmation?

    • From your home page, go to Leave Tracker >Settings
    • Click Leave Type > Add
    • Click Add

    • Under Advanced settings, go to New Joinee Leave entitlement details.  If you want to add this option for an existing leave type, go to the intended leave type, click the edit button in the right corner and follow the same steps.

    New Joinee leave entitlement details:

    This section is meant for defining rules for new joiners in an organization.

    • Consider Date of Joining - Check this box, if the date of joining needs to be taken into account
    • Probation period - Here, you can define if the probation period is in terms of calendar days or business days

    NoteCalendar days include weekends and holidays. Business days include only the days in a work week

    • No of waiting day(s) - Here, the number of days until which a new employee needs to wait to be able to apply a particular type of leave can be defined
    • Initial value during probation period - Number of days of leave a new joinee can take until confirmation of probation
    • Joining Month Leave count - By using this option, you can define leave entitlement for employees who join after a specific date of the month

    I would like to add extra days of leave for an employee on top of the entitlement. Is this possible?

    As per the leave policy, each employee will be eligible for certain number of days of leave under each leave type. However, you may come across the need to add a few days extra for a particular employee on top of the entitlement. In this case, you can use the 'Initial Balance' to do this. The value entered under a leave type as Initial Balance will be apart from the leave entitlement. Follow the steps given below to add initial balance.

    • From your home page, go to Leave Tracker > Settings > Initial Balance
    • Click 'Add' and go to Initial Balance
    • Enter values as required against the leave type
    • Click Submit

    Now, the employee's number of days of leave will be the initial balance plus his/her entitlement as per the leave policy.

    How can I see the initial leave balance of all employee profiles?

    Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Settings > Initial Balance
    • Click on the filter

    • Under 'User/Employee Profile' drop down, select 'Employee Profiles' and hit Search

    How do I override the general leave policy for a particular employee when there is a roll over of leave involved?

    When there is a roll over involved, the leave balance should include the roll over too. Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Settings > Initial Balance
    • Click the user whose leave balance should be edited
    • Under Roll over, you will see the number of days that is carried forward

    Note: Roll over should have been enabled already for this particular leave type.

    • Under Initial Balance, go to the leave type for which you need to edit the entry, and add the number of days that you would like to be added apart from the actual entitlement

    For eg, if as per the leave type, the entitlement is 15 days, and you would like to give a total of 20 days to the employee, then under Initial balance you need to enter the value as 5.

    • Click Submit

    Now if you go the leave type and check under permitted leave, the total number of days of leave will be the number of days rolled over + no of days as per entitlement + no of days added by you for the employee under initial balance.

    How can I override the generic leave policy for a specific employee?

    Consider a scenario, where, you would like to have different leave count across leave types for a particular employee. This means that, you have the need to over ride the count that you have set for all, as per the organizatinal policy. Using Zoho People, you can create such exemptions. Follow the steps below to know how to do this.

    Under Leave Configurations, you will see the number of days of leave configured under each leave type as per the general leave policy

    • From your home page, go to Leave Tracker > Settings
    • Click on Customize Entitlement
    • Click on Add
    • Select the Employee from the drop-down
    • Click on the leave type which you would like to edit
    • Enter the days that should be added to the actual entitlement
    • Click Submit

    How can I see the customized leave entitlement of a particular employee?

    If you have customized leave entitlement for more than one employee, you can make use of the filter to view the entitlement of a specific employee/location etc. Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Settings > Customize Entitlement
    • Click on the filter and under 'Employee' drop down, use the search tab to select the employee

    • Hit Search

    You will be able to see the leave entitlement for the employee as required.

    Can I export customized leave entitlement details?

    Yes. This is possible.

    • From your home page, go to Leave Tracker > Settings > Customize Entitlement
    • Click on the ellipsis icon and select 'Export'

    Note: Export can be done only in .xls/.csv/.tsv formats.

    How can I view the active leave types that are created for a particular department?

    You can create leave types that are specific for Department, Designations, Locaitons etc.

     Tip : Click here to know how to create leave type specific to Departments, Designations etc.

    Once you have created the desired leave types, you can follow the steps given below to view the leave types that are active and are created for a particular Department.

    • From your home page, go to Leave Tracker > Settings > Leave Type
    • Click on the filter and click 'Advanced'

    • Select the required department under the 'Departments' drop down, select 'Active' in the 'Status' drop down and hit Search

    You will be able to see the leave type configured for the specific department.

    Holidays and Compensatory-Off

    How do I create holiday calendars for a specific location?

    If your organization operates from more than one location, then you will have the need to configure holidays based on all of these locations. Follow the steps given below to do this.

    • From your home page , go to Leave Tracker > Holidays > Add
    • Enter the name and date
    • Check the 'Restricted holiday' box to add a restricted holiday
    • Check the 'Half-day' box if needed
    • Under Applicable for, click the list icon and select Location
    • Select the locations for which this holiday is applicable and click Submit

    You can add holidays based on different shifts present in your organization. Click here to know how

    Note: In cases where both location and shift based holidays are present, shift based holidays will only take effect.

    How do I create holidays based on specific shifts?

    For organizations that have multiple shifts, you will have the need to configure holidays based on Shifts. Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Holidays > Add
    • Enter details like Name, Date etc
    • Check the 'Restricted Holiday' box if you would like to define the holidays as a restricted one
    • Check the 'Half-day' box if needed
    • Under Applicable For, if you click on the 'List' icon, you will be able to see two options - Location and Shifts
    • Click on Shifts
    • Select the shift(s) for which the holiday is applicable and click Submit

    Now, you have added a Shift-based holiday and users who fall under this Shift will only be eligible for this shift.

    You can add holidays for specific locations alone. Click here to know how.

    Note: In cases where both location and shift based holidays are present, shift based holidays will only take effect.

    How do I create a restricted holiday?

    • From your home page,go to Settings (gear icon) > Organization > Holiday Calendar > Holidays > Add
    • Enter the name and date

    You will see that there is an option called 'Restricted Holiday'.

    • Check this box to show a holiday as Restricted holiday
    • Select the locations for which this holiday is applicable
    • Click Submit

    Note:You need to create a leave type called 'Restricted holiday' for employees to be able to apply leave under this leave type.

    Follow the steps given below to do this.

    • From your home page, go toLeave Tracker > Settings > Add
    • Under Name, give Restricted holiday
    • Under Type, select Restricted Holiday
    • Under Leave Entitlement, enter the leave count depending on the number of restricted holidays
    • Click Submit

    Now, when an employee applies for Restricted holiday, there will be an option called 'Restricted leave' under leave type.

    How does an employee make a request for restricted holiday?

    Logging a request for restricted holiday is similar to applying leave. Follow the steps given below to do this:

    • From your home page, go to Leave > Apply Leave

    • Select the leave type as Restricted holiday

    The system will auto-fill the date field with the restricted holiday that falls in the previous or the next five days.

    • Give team email id and reason if needed

    • Click Submit

    How do I add a half-day holiday?

    • From your home page, go to Organization > Holiday Calendar > Holidays > Add
    • Give a name 

    You will see that there is an option to define the holiday as Half day.

    • Select the date that needs to be added as half-day holiday and check the 'Half day' box to add a half-day holiday
    • Select the locations for which this holiday is applicable
    • Give a description if needed 
    • Click Submit

    How is compensatory off calculated?

    When employees work on a weekend or on holidays, they will be able to mark the days worked to be take later as compensatory off,  provided the organizaiton allows it.

    To enable employees to add entries for compensatory off:

    • From your home page, go to Leave Tracker > Settings > General Settings > Permissions
    • Under 'Enable users to add compensatory off entry' dropdown, select the preference (automatic logging or manual logging or both) according to your organization's policy

    • ClickSubmit​

    To mark entries to be utilized as comp off later:

    If you have chosen 'Automatic under settings', then you will have to add a Compensatory-off scheduler.

    • From your home page, go to Leave Tracker > Settings > Compensatory Off scheduler > Add Schedule
    • Enter details like Schedule name, Time etc
    • Under date, select the date on which you want the scheduler to run. For eg - if you would like to run the scheduler two days prior to the current date, select 2 in the Date dropdown. This means that, when the scheduler is run on the 3rd date of a month, it will for entries of the first day of the month.
    • Under Applicable for, make your selection based on options like Users, Departments, Designations etc

       

    • Click Submit

    Once this schedule is added, whenever an employee works on a weekend or a holiday, the system will push that entry as compensatory off and the employee will be able to see it under the Compensatory Off tab (Leave Tracker > Views > Compensatory Off). This can be availed later by clicking on 'Book CompOff'.

    Note: The holidays and weekends will be considered here based on the holidays and weekends configured for the particular employee. In case of shifts, Shift-based holidays and weekends will be applicable.

    If you have chosen, 'Manual' under settings, then employees will be able to record their days to be taken as compensatory off later by following the steps given below.

    • From your home page, go to Leave Tracker > Compensatory off > Add
    • Enter the date on which work is done
    • Check the box if it is a half day
    • Give a description if needed and click Submit

    Now the weekends or holidays on which work has been done have been recorded. This will increase the count of the leave type called compensatory off.

    To Apply for compensatory off:

    • From your home page, go to Leave > Apply Leave
    • Select the date and choose the leave type as Compensatory Off
      The system will auto-fill the date with the first date in the last five days in which you have marked a day for compensatory off. 
    • Click Submit

    Alternatively, you can also avail compensatory off by following the steps given below.

    • From your home page, go to Leave Tracker > Views > Compensatory Off


       

     

    You will be able to see all the compensatory off requests that have been logged.

    • Click on 'Book Compoff' for the desired date

    You will be taken to the 'Apply leave' page where you can select 'Compensatory Off' from the leave type drop down and apply for compensatory off.

    In case of approvals configured for compensatory off, employees will be able to avail the comp off after approval is done. 

    Where can employees mark their days to be utilized later as compensatory off?

    An employee who has worked on a weekend or during holidays can mark these days to be taken later as compensatory off by following the steps given below.

    • From your home page, go to Leave Tracker > Views > Compensatory Off > Add
    • Enter the date on which work is done
    • Check the box if it is a half day

    • Give a description if needed and click Submit

    Now the weekends or holidays on which work has been done have been recorded. This will increase the count of the leave type called compensatory off.

    How does an employee apply for a compensatory off?

    • From your home page, go to Leave Tracker > Views > Apply Leave
    • Choose the leave type as Compensatory off
    • Give a reason
    • Click Submit

    The system will auto-fill the date with the first date in the last five days in which you have marked a day for compensatory off. 

    Alternatively, you can also avail compensatory off by following the steps given below.

    • From your home page, go to Leave Tracker > Views > Compensatory Off

    You will be able to see all the compensatory off requests that have been logged.

    • Click on 'Book Compoff' for the desired date

    You will be taken to the 'Apply leave' page where you can select 'Compensatory Off' from the leave type drop down and apply for compensatory off.

    In case of approvals configured for compensatory off, employees will be able to avail the comp off after approval is done. 

    Is there a way to have employee's weekend or holiday work recorded automatically?

    When an employee works on a weekend or a holiday, this can be marked as compensatory off and availed later by the employee. Using Zoho People, you can also have a scheduler run to create a record of work done during weekends or holidays. You can make use of the compensatory off scheduler for this purpose. Follow the steps given below to know how to create a scheduler.

    • From your home page, go to Leave Tracker > Settings > Compensatory Off Scheduler > Add Schedule
    • Enter details like Schedule name, Time etc
    • Under date, select the date on which you want the scheduler to run. For eg - if you would like to run the scheduler two days prior to the current date, select 2 in the Date dropdown. This means that, when the scheduler is run on the 3rd date of a month, it will for entries of the first day of the month.
    • Under Applicable for, make your selection based on options like Users, Departments, Designations etc

       

    • Click Submit

    Once this schedule is added, whenever an employee works on a weekend or a holiday, the system will push that entry as compensatory off and the employee will be able to see it under the Compensatory Off tab (Leave Tracker > Views > Compensatory Off). This can be availed later by clicking on 'Book CompOff'.

    Note: The holidays and weekends will be considered here based on the holidays and weekends configured for the particular employee. In case of shifts, Shift-based holidays and weekends will be applicable.

    How can I edit/delete a comp-off schedule?

    Follow the steps given below.

    • From your home page, go to Leave Tracker > Settings > Compensatory Off Scheduler

    • Hover your mouse over the schedule and use the edit/delete icon to edit or delete the schedule

    We have started using the Compensatory off Scheduler from this month. However, I would like to run this for entries of a day in the previous month. Is this possible?

    Yes. This is possible. Follow the steps given below.

    • From your home page, go to Leave Tracker > Settings > Compensatory off Schedule
    • Click the execute icon (play icon) of the scheduler that is already running

    • Under 'Day', select the day for which the schedule has to be run and click Execute

    Now, the scheduler will run for that day(weekend/holiday) alone in the previous month and employees who have been present on that day will have the day marked for compensatory off to be taken later.

    Note: The execution of this scheduler will follow the same filters (Location, Designation, Users etc).

    Is it possible for an employee to add a time off request for hours worked as over time?

    If an employee works on a holiday or a weekend, then it can be marked for TOIL(Time Off in Lieu) and taken later as compensatory off. However, this is not applicable for hours logged as over time. While, it is possible to record the hours worked as over time, utilizing the recorded over time hours at a later point of time should be taken offline by the employee and the manager.

    Import and Export

    How can I import leave applications?

    Follow the steps given below to Import.

    • From your home page, go to Leave Tracker > Views > Leave Applications
    • Click the ellipsis icon and select Import

    • Select the file that needs to be uploaded
    • Click Next
    • Map the fields, confirm the mapping and handle the duplicates

    Note: Your file needs to be in .xls or .csv format for the import to be done

    How can I export leave applications?

    Yes. This is possible. Follow the steps given below.

    • From your home page, go to Leave Tracker > Views > Leave Applications
    • Click on the ellipsis icon and click Export 
    • Choose the format
    • Check Include Tabular Section Data if you want this data
    • Click Export

    Note: Export should be done only in .xls or .csv formats.

    Is it possible to import holidays?

    Yes. This is possible. Follow the steps given below.

    • From your home page, go to Leave Tracker > Holidays
    • Click on the ellipsis icon
    • Select Import and click on import file

    Note: If your file is a list of restricted holidays, then check the box 'Add as Restricted holiday(s)'

    • Under 'Applicable For', select the locations/shifts for which the holiday is applicable

    • Click Submit

    Note: Only .ics format is supported for import.

    How can I export holidays?

    Follow the steps given below to export holidays.

    • From your home page, go to Leave Tracker > Holidays
    • Click on the ellipsis icon and select Export

    • Click ok to export

    Note: Export can be done only in .ics format.

    Is it possible to import initial balance of leave for employees?

    Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Settings > Initial Balance
    • Click on the ellipsis icon and select Import>
    • Click on 'Import File' and select the file to import

      Note: Import can be done only in .xls or .csv formats.

    How can I export initial balance of leave?

    Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Settings > Initial Balance

    • Click on the ellipsis icon and select Export

    Note: Export can be done only in .xls , .tsv or .csv formats.

    Reports and Approvals

    How can I view the leave report of previous years for an user?

    • From your home page, go to Leave Tracker > User Report

    You will be able to see the report of the corresponding year. 

    • Click on the employee search tab to select the desired employee
    • Click on filter and under 'Leave year', select the year and hit Search

    How do I download the leave chart of an employee for a particular year?

    Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Reports > User Report
    • Select the employee using the search tab
    • Click Filter and select the year under 'Leave Year'
    • Hit Search
    • Click on the icon and click on Download PNG image

    How do I export a report showing the availability of the members of a particular team during a period of time?

    Follow the steps given below to view this report.

    • From your home page, go to Leave Tracker > Reports > User Availability
    • Click on the Filter, and under Date, give the date range for which you would like to view the report
    • Under 'Department' drop down, select the desired Department and hit Search

    You would be able to see the leave details of the members of the selected department for the chosen period.

    • Click on the ellipsis icon and select 'Export'

    Is there a way in which I can enable users to see leave data of his/her own department members?

    In general, users will be able to see only their leave data. However, in cases where it is essential for users to see leave data of other members of their own department, permissions can be configured in the User Availability Report page. 

    Follow the steps given below.

    • From your home page, go to Leave Tracker > Reports > User Availability Report
    • Click on the ellipsis icon and select 'Permissions'

    You will be taken to the General Settings page, where you can define the permission under 'Permissions'. This can also be done from the 'Settings' page. Follow the steps given below.

    • From your home page, go to Leave Tracker > Settings > General Settings > Permissions

    You will be able to see that there is a field called User Availability Report Access. This field means that you will be able to control the access for the User Availability report (Leave Tracker > Reports > User Availability). There is a drop down where in you can select who will be able to see this report. For this particular case, you can select the option as explained in the steps below.

    • Select Department Data to Department Member
    • Click Submit

    By choosing this option, you can enable users to see the leave details of all the members of their own department.

    NoteAs a pre-requisite to use this option, you need to ensure that users are mapped to their department accurately in the Employee form.

    Where can I see the leave details for a particular location for a specific date?

    Follow the steps given below to do view this report.

    • From your home page, go to Leave Tracker > Reports > Daily Report
    • Click the Filter and select the date

    • Select the location from 'Work Location' drop down and hit Search

    You will be able to see the leave details of the chosen location.

    I want to download a report of Casual Leave taken on a particular day by employees of a particular department. Is this possible?

    The Daily Report helps you get this information. Follow the steps given below to generate this report.

    • From your home page, go to Leave Tracker > Reports > Daily Report
    • Click the Filter and select the date
    • Under Leave Type, select 'Casual Leave'

    • Under 'Department', select the desired department and hit Search

    You will be able to see the report as required.

    • Click on the ellipsis icon and select 'Download as PDF'

    How can I generate a report for leave taken by employees on a given day?

    Here, you can see the leave taken by employees on a particular day

    • From your home page, go to Leave Tracker > Reports > Daily report
    • Use the filter at the corner of the page, to refine your search based on leave type, Department etc and hit Search. 
    • Click icon(ellipsis mark) to Export, Print or download this report

    How can I get to know the number of days of unpaid leave taken by an employee in a year?

    Follow the steps given below to get this report.

    • From your home page, go to Leave Tracker > Reports > Leave Taken Report
    • Click on Filter and click 'Advanced'
    • Select the From and To date

    • Under 'Type', select 'Unpaid' and hit 'Search'

    You will be able to see the report as required.

    How can I see leave taken by a particular employee for a particular period of time? 

    • From your home page, go to Leave Tracker > Reports > Leave Taken Report 

    • Click the Filter button
    • Search for the employee in the Employee search tab
    • Give the date range and hit Search

    You can get the details of number of days of leave taken by a particular employee or for a particular period of time.

    Can I see historic leave data for my organization?

    Follow the steps given below to view this report.

    • From your home page, go to Leave Tracker > Reports > Leave Taken Report
    • Click on the filter and under Date, select the year for which you would like to see leave data

    • Under the drop downs, select All and hit Search 

    You will be able to see the leave details of the organization for the year chosen.

    How do I export a report showing the details of unpaid leave availed by the members of a department for the past two months?

    Follow the steps given below to do this.

    • From your home page, go to Leave Tracker > Reports > Leave Taken Report
    • Click the Filter and enter the date range
    • Click 'Advanced' and select 'Unpaid' under 'Type' drop down

    • Under 'Department' drop down, select the required department and hit Search

    You will be able to see the report as required.

    • Click the ellipsis icon and select 'Export'

    Note: Export should be done only in .xls/.csv formats.

    Where can I see leave balance details of my organization?

    • From your home page, go to Leave Tracker > Reports > Leave Balance Report
    • Use the filter and select the date range 

    • Under Employee and departments, select All and hit Search.

    ​You will get the complete leave balance details of your organization.

    How do I export a report of the leave details of employee profiles(non-users) for a particular year?

    The Leave Balance Report gives you this details. Follow the steps given below to get this report.

    • From your home page, go to Leave Tracker > Reports > Leave Balance Report
    • Click on the filter and select the year
    • Click Advanced and under User/Employee Profile drop down, select Employee Profiles

    • Hit Search

    You will be able to see the report as required.

    • Click on the ellipsis icon and select Export

    Note: Export can be done only in .xls/.csv formats.

    Where can I see the number of days of leave for encashment for an employee?

    Follow the steps given below to see this report.

    • From your home page, go to Leave Tracker > Reports > Leave Encashment Report
    • Click the filter at the right corner of the page
    • Under Employee, select the Employee whose report you would like to see
    • Select other fields(Department, Leave unit etc) as required
    • Click Search

    You will be able to see the encashment report of the employee selected.

    Note: This report is useful only when you have enabled roll over of leave for the leave type. In the absence of roll over, you can choose to encash the unutilized leave. You can see the leave balance of employees using the User Report. Follow the steps given below to view the leave balance.

    • From your home page, go to Leave Tracker > Reports > User Report
    • Click the list view to see total no of days of permitted leave, Leave taken and the Available Balance
    • Using the filter, select the year for which you would like to see the leave balance

    The unused leave count can be encashed to the employees.

    How can I see the number of days of leave encashment for an employee for the past year?

    Follow the steps given below.

    • From your home page, go to Leave Tracker > Reports > Leave Encashment Report
    • Click on filter and click 'Advanced'
    • Select the year
    • Search for the employee in the 'Employee' drop down

    • Hit Search

    You will be able to see the desired report.

    How can I create approvals for leave?

    • From your home page ,go to Settings (gear icon) > Approval
    • Click Add Approval
    • Give the name of the form for which you need to add approval

    • Enter Name of the Approval

      ​You can set a Criteria if needed. You can also set more than one criteria by using the Add new icon (add icon).

    Under Approvals, You can either configure approver or allow the system to auto approve or auto reject the record based on the criteria requirements.

    Follow the steps given below to configure an approver:

    • Click Configure Approver
    • In the first tab, there are various options given out of which, you can select one

    Reporting To - Approval goes to the Reporting To of the employee.

    Department Lead of the Login User - Approval goes to the Department Lead of the user who is sending the approval request.

    Approver based on Role - Approval goes to the people who are in the role that is selected.

    Department Head- Approval goes to the head of the chosen department.

    Department Members - Approval goes to the members of the Department of the user.

    Employee - When this option is chosen, then the user can choose the name of a particular employee for the approval to be sent to.

    Project Managers - Approval goes to all Project managers.

    Allow Employees to Choose the Approver when adding a record - In this option, the employee has the option to select who the approver is, while the record is being added.

    Note: Approvals can be set up to five levels of Reporting To

    • Check the 'Enable follow-up option for this approval' if you would like to do a follow-up for the approval.

    When you click on this, you can define if the follow-up has to be a one-time or a repeat follow up and define the number of days after which the follow up needs to be done.

    This option is for sending automatic notifications for follow-up to the approver. There is also an option in the request screen, to manually follow up while sending a request for approval.

    • Under Message template details, you can define the follow-up email template
    • In From, you can either select Perform performing this action or give an email id
    • In To, you have the options listed below:

    System options:

    Approver - If you select this option, the email will go to the Approver who is configured.

    Team mail ID of the person performing this action - If you select this option, the approval email will be sent to the Team mail address of the person who submitted the approval request.

    Person performing this action - Person performing this action refers to the user who is actually triggering the action like requestor(create/ edit actions), approver(approve/reject actions).

    Reporting Manager of login user - If you select this option, the email will be sent to the Reporting manager of the person who submitted the approval request.

    User list - This option pulls out the list of all users. You can select the person who needs to receive the approval email.

    Role List- This option pulls out the list of all roles. You can select the role to which the email needs to be sent to.

    Department List - This option pulls out the list of all departments. You can either select a department or do a search.

    You can also check the Notify All box to send a mail to everyone in the Organization.

    • Once you are done with the 'From' and 'To', you can proceed to enter a Cc, Bcc and Reply-To,if there is a need
    • Give a subject for the email
    • Create a message using the Available merge fields as shown in the image below
    • Click Save

    Is it possible to configure approvals for comp off?

    When an employee applies for compensatory off, the approvals that are configured for the leave form will become applicable for this. However, approvals or notifications (email alerts) can be configured even when an employee records TOIL to be taken as compensatory off later. Follow the steps given below to achieve this.

    To configure approvals, the form name needs to be selected as 'Compensatory Request'. The other steps are the same as that of leave approval configuration.

    To configure notifications:

    • From your home page, go to Settings (Gear icon) > Workflow > Add Workflow
    • Under Form Name, select 'Compensatory Request'
    • Select Execute based on action, because the notification needs to be sent when a request is added for marking compensatory off
    • Set a criteria if needed
    • Under Action, select Mail alerts
    • Enter the details like From, To etc
    • Give a subject to the mail alert. For eg. Compensatory Request
    • Click Create new template if you would like to create a new template
    • Use the merge fields to draft the message
    • Click Choose from Existing template if you would like to map a template that has already been created

    • Click Save

    How can I see the leave application that are awaiting approval?

    • From your home page, go to Leave Tracker > Views > Leave Applications
    • Select 'Pending' under 'All Requests' drop down and hit Search

    You will be able to see the list of all leave applications that are awaiting approval.