People Help

Leave Tracker

Leave Tracker is a simple and user-friendly online leave management tool that helps you to record, manage and keep track of your employees' leave usage details effectively. Below are the features that are included in the Leave Tracker module.

  • Multiple custom leave types
  • Location based Holidays
  • Leave based on units - Hours and Days
  • Leave types for each role/location and employee
  • Leave types based on experience level
  • Custom leave reports for individual employee
  • Bar chart leave reports
  • Daily leave report
  • Import/Export leave data

Click the links below to learn more about the Setup process and the various functionalities of the Leave Tracker module.

Leave Type Configuration

Define various leave types for your organization such as Casual leave, Personal leave, Sick Leave, Maternity leave etc., Leave Tracker also provides few predefined leave types by default. You can modify them as per your company's leave policy or even delete them, if not needed.

Leave Type

  • Name the leave type. For example, Casual Leave, Annual Leave, Sick Leave etc.,
  • Color code the leave type.
  • Add a description for the leave type.

Leave Type Applicable For

  • Role/Location or Employee: Configure leave type for a specific role/location or for a specific employee.
  • Gender & Marital Status: Configure leave type based on gender and marital status.

Leave Type Details

    • Leave Units: Set leave units in Days or Hours

Yearly Leave Entitlement

    • For All Employees: Set the maximum leave count per year. This will be applicable for all employees in your organization.
    • For Experience level: Define various experience levels (years & months) and set maximum leave count for each experience level.

Leave Accrual

  • Accrual Time: Determine if the leave type should accrue at the beginning of the accrual period or at the end of the accrual period.
  • Accrual Type: Monthly, Bimonthly, Quarterly or Half-Yearly.
  • For All Employees: Set the maximum leave count per year. This will be applicable for all employees in your organization.
  • For Experience level: Define various experience levels (years & months) and set maximum leave count for each experience level.

Note:

  • The two experience level types are: "For New Joinees" and "After". The 'For New Joinees' type can be configured only at the first level whereas the 'After' type can be configured multiple times at the next levels as required.

New Joinee Leave Entitlement Details

  • Click the check box 'Consider Date of Joining for Leave Report Calculation' to calculate employee's leave report from the date of joining.
  • Business Days: This will consider only the business days (i.e. working days) and will exclude all other holidays like Festive Holidays, Weekends etc.,
  • Calendar Days: This will count all the Calendar days including the business days, Holidays and Weekends.
  • Initial value during probation period: Newly joined employees may not be allowed to avail the maximum leave count until he/she completes the probation period (eg: 6 months). In that case, if the maximum leave count is 12/employee/year, he or she can avail only the initial leave count (6) during the probation period.

Leave Restrictions

      • Provide Half Day Option for this Leave Type: Enabling this option will allow employees to apply for half day leave.
      • Do not allow user to apply leave beyond the allowed limit: When this option is enabled and if a leave type has only 12/year count, employees cannot avail more than 12 days leave.
      • Exclude festive holidays for Leave: This will automatically exclude all the festive holidays while applying for a leave.
      • Exclude weekends for Leave: This will automatically exclude the weekends while applying for a leave.
      • Number of consecutive days after which the weekends or holidays must be included: You can configure this setting based on your requirement.
      • Number of days before which the leave application should be submitted: Days before the leave application should be submitted for approval.
      • Maximum number of consecutive days of leave allowed: You can configure this setting based on your requirement.

Roll over / Carry Forward Settings

      • Allow the unused leave days to roll over to the next year: All unused leaves of the current year will be carried over to the next year. However, you can also specify the number of days to be accumulated.

Other Settings

      • Enable Approval: Determine if this particular leave type should go through the approval process.
      • Start Date & Expiry Date: Validity of a leave type. Say for example, if you have added a new leave type, you can set the start date as when the leave type should take effect.

How to configure the leave types

      1. Log in as Admin.
      2. Go to 'Leave Tracker' tab.
      3. Click 'Settings' link.
      4. Click 'Manage Leave Type'.
      5. Click on 'Add Leave Type' button.
      6. Name the Leave Type (eg: Annual, Casual etc.,)and choose the desired color for the leave type.
      7. Add a description for the leave type.
      8. Set leave type based on location, role, gender and marital status or for a specific employee.
      9. Specify leave units to be calcualted. Either in Days or Hours.
      10. Set yearly leave entitlement for all employees or based on the experience level.
      11. Set leave accrual for all employees or based on the experience level.
      12. Specify initial leave value during probation period for new joinees and configure the other settings.
      13. Set leave restrictions as required.
      14. Set leave rollover settings.
      15. Tap 'Enable Approval' check box to trigger approval process for that particular leave type.
      16. Set validity date for the leave type.
      17. Save the record.

Approval Process Configuration for Leave Types

Zoho People allows you to configure multi-level Approvers for any type of form. Configure approval process for the leave form and get them apporoved online. The approval process will be triggered whenever you submit a leave request. Approver is common for all leave types. You cannot customize 'Approver' settings for each leave type. However, you can control which leave type should go through the approval process.

How to configure 'Approver' for the leave form

      1. Log in as Admin.
      2. Go to 'Setup' at the top of the page.
      3. Click 'Approvals'.
      4. You can see a list of different forms like Holidays, Employee, Travel, Leave etc.,
      5. Go to 'Leave' form and click Edit.
      6. Choose single-level Approver or Multi-level Approvers. To learn more about Multi-level Approval process, click here.
      7. Configure 'From', 'To', 'Subject' and 'Message' fields.
      8. Click Save.

Enable Approval Process for Specific Leave Types

The Approval Process can be triggered based on the Leave Type. Few leave types may require an automatic approval process like Vacation Leave, Casual Leave etc., However, there are certain leave types that doesn't have to go through the approval process, like Sick Leave. You can configure the approval process for each leave type as mentioned in the steps below.

How to enable approval process for leave types

  1. Log in as Admin.
  2. Go to 'Leave Tracker' tab.
  3. Click 'Settings' link.
  4. Click 'Manage Leave Type'.
  5. Click 'Add Leave Type'.
  6. Configure the leave type accordingly.
  7. Under 'Other Settings' tap 'Enable Approval' check box to trigger the approval process for that particular leave type.
  8. Click 'Save'.

Holiday Configuration

Zoho People allows you to configure all kinds of holidays for your organization based on your location. Your organization may have branches across various countries. Each country will have different customs and cultures. So, holidays will also differ. In that case, you can add different locations and configure holidays accordingly. You can also configure weekday and weekend holidays for your organization, by week wise. Also, when an employee submit a leave form, the period of leave will be validated against the holidays configured and the system will automatically exclude the request for leave calculation, if the leave falls on a holiday date.

How to configure holidays

      1. Log in as Admin.
      2. Click 'Setup' at the top of the page.
      3. Go to 'Calendar & Holiday Settings' and click 'Holiday Settings'.
      4. Click 'Add Holiday'.
      5. Name the Holiday, select the date and the location.
      6. You can also add holidays under Leave Tracker-->Holidays.
      7. To configure Holidays for weekdays and weekends, click 'Calendar Settings' under Calendar & Holiday Settings.
      8. Click 'Edit' to define Weekend and mark the holidays.
      9. Click 'Update'.

Note:

  • You can define both Weekend and Festive Holidays based on your location.

Apply Leave

Using Zoho People's Leave Tracker, you can submit a leave request form online anytime and from anywhere.

How to submit a leave form

      1. Navigate to the 'Leave Tracker' tab.
      2. Go to 'Leave View'.
      3. Click on 'Apply leave' button.
      4. Choose the Employee ID.
      5. Choose the required leave type.
      6. Specify the date of the leave period.
      7. Specify the team email ID and the reason.
      8. Click 'Save'.
      9. Administrators can approve leave request in 'My Approvals' under 'Home' tab.

Leave View

You can view your leave usage history in 2 ways: List view and Calendar View. Administrators can pull out the leave details of an employee by specifying the employee name and the date.

How to view the leave usage details

      1. Navigate to the 'Leave Tracker' tab.
      2. Go to 'Leave View'.
      3. Click List view icon to view the leave usage details in List view.
      4. Click Calendar view icon to view the leave usage details in Calendar view.

Customize Leaves

You can customize the leave count of each leave type for individual employee, as per your requirements.

How to customize leaves

      1. Log in as Admin.
      2. Go to 'Leave Tracker' tab.
      3. Click 'Settings' link.
      4. Click 'Customize Leaves'.
      5. Click 'Add Employee Based Leave' link.
      6. Type in the email ID of the employee and click 'Search'.
      7. Employee's all leave types will be listed.
      8. Change the leave count of a specific leave type.
      9. Click 'Update'.

Note:

  • Changing the leave count of a specific leave type for an employee will not affect the leave count of other employees in the organization.

Initial Balance

Initial Balance is nothing but the leave balance count of your employees that has been carried over from previous years to the current year. It enables you to newly add and modify the existing rollover values for specific leave type(s). You can either modify the leave rollover details individually for your employees or for the whole organization. Every accrued and unused leaves will automatically be added in your employees' kitty and can be used for the next year.

How do I add/modify rollover values for a leave type?

      1. Log in as Admin.
      2. Navigate to the 'Leave Tracker' tab.
      3. Click 'Settings' link.
      4. Click 'Initial Balance'.
      5. All your employees' leave balance will be listed.
      6. Choose the location and type in the name of the employee in the 'Filter' field.
      7. Click 'Search'.
      8. Click 'Edit'.
      9. Add/Modify the rollover values in the field for specific leave type.
      10. Click 'Update'.
      11. To recalculate the rollover data and overwrite the previous leave balance, click 'Generate Rollover'.

Note:

  • If you add new rollover values for the first time, it will be considered as 'Initial Leave' and if you modify existing values for a leave type, it will be considered as "Rollover Leave'.

How do I generate rollover for my organization?

      1. Log in as Admin.
      2. Navigate to the 'Leave Tracker' tab.
      3. Click 'Settings' link.
      4. Click 'Initial Balance'.
      5. Click 'Generate rollover for organization' button.
      6. Click 'OK' to continue.

Note:

  • This will recalculate the rollover data for your organization based on leave records and will overwrite the previous leave balance.

I'm new to Zoho People. How do I migrate from my old System to Zoho People?

Initial balance helps you to migrate your employee leave data from third party applications to Zoho People easily. When you migrate your employee leave data, only the leave balance count will be imported into the System.

Import Data

Importing your old data into the new System is the first thing you need to do. Please follow the steps below to do so:

      1. Log in as Admin.
      2. Navigate to the 'Leave Tracker' tab.
      3. Click 'Settings' link.
      4. Click 'Import' and go to 'Rollover Data'.
      5. Click 'Browse' and choose the file to be imported from your computer.
      6. Click 'Import File'.

Once importing the leave data, you'll be able to see all your employees' leave balance for each leave type under 'Customize' tab. You can either add new rollover values or modify existing rollover values for the leave types.

Note:

  • Administrator of the organization can enable/disable the 'Rollover' option for each leave type. Learn more.

How is my rollover leave balance calculated?

Generally, employees are entitled to almost all kinds of leave types such as Annual leave, Vacation leave, Sick leave, Casual Leave etc., and few leave types like Annual leave, Privilege leave, Sick leave will accrue progressively during every year and will be carried over to the next year. However, you(Admin) can determine the rollover value for each leave type as per your requirements.

For example, let's consider that your organization has allowed 10 rollover days for PL(Privilege Leave). If you have used 4 out of 10 PL leaves, the remaining 6 days (i.e., unused 6 days) will be accumulated and will be carried over to the current year. Again, for the current year, if you have another 10 days of PL leave, your total PL leave balance would be 10 (current year) + 6 (unused initial leave) =16 PL leaves.

Note:

  • The 'Rollover' option should be enabled for each leave type in order to generate rollover leave count. To enable, go to Leave Tracker-->Settings-->Manage Leave Type-->Add Leave Type--> Rollover Details-->Enable rollover option and specify the maximum accumulation count.

Import/Export Leave Data

In Leave Tracker, you can easily import and export leave data in XLS and CSV format. It might also be helpful for you to integrate leave data with other applications and vice versa.

How to import leave data

      1. Log in as Admin.
      2. Navigate to the 'Leave Tracker' tab.
      3. Click 'Settings' link.
      4. Click 'Import' and go to 'Leave'.
      5. Choose the file to be imported.
      6. Click 'Import file'.
      7. Map details and click 'Next'.
      8. Click 'Import'.

How to export leave data

      1. Navigate to the 'Leave Tracker' tab.
      2. Go to 'Leave View'.
      3. Filter and generate the leave data for a specific employee.
      4. Click on 'Export' button at the top right of the page. (near 'Apply Leave' button)
      5. Select the file type you want to export.

Leave Report Settings Configuration

Leave Report Settings allows you to specify the calendar year for which you want to generate the leave report.

How to configure the leave report settings

      1. Log in as Admin.
      2. Go to 'Setup' at the top of the page.
      3. Click 'Calendar Settings' under 'Calendar & Holiday Setings'.
      4. Specify the calendar year.
      5. Click on 'Update'.

Leave Report Generation

You can record and track your leave usage details accurately using Zoho People's Leave Report. You can filter out your reports by date and check your leave balance report by yourself, without the help of Admin. However, Administrators can generate custom leave reports for employees by choosing the employee name from the list.

How to generate leave report

      1. Click on 'Leave Tracker' tab.
      2. Go to 'Reports' to view your leave report and leave balance details.
      3. To filter out your reports by date, choose the specific date from the calendar.

Day Leave Report.

Day Leave Report is exclusively for Administrators. With just a single click, you can track the current day leave report of your organizational employees, without filtering one by one.

How to check the day leave report

    1. Click on 'Leave Tracker' tab.
    2. Go to 'Reports' and click 'Day Leave Report' to check who is on leave today.

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