Request leave for an employee

Create a request on an employee’s behalf, or review and manage the ones already in motion, from Leave → Leave Requests. Approval usually happens in the employee Self Service portal, where the assigned approver acts; in Admin you create, manage, and track.

Note

Creating a request requires the Request Leave for Employee permission. Canceling or recalling one requires Cancel Employee Leave, and Auto Approve during creation needs Auto-approve Leave Requests. See Roles & permissions if a button is missing.

Create a request

1. Select New Leave Request.
2. Pick the employee, shown with their department.
3. Pick the leave type. Only the types assigned to that employee are offered.
4. Set the start and end dates. The number of days is calculated as you choose them.
5. Name a reliever if someone is covering the work, and enter the reason.
6. If the leave type requires a document, attach at least one supporting file.
7. Submit the request.

Manage Leave Types in the toolbar opens a quick leave-types sub-page. The full setup lives under Set up leave.

Note

Auto Approve approves the request on submission and skips the approval workflow entirely.

Find requests

The list is searchable and filterable, and Export downloads the current view.

• Only on leave today or Only upcoming leave narrows it to who is out now or about to be.
• On leave period finds leave that overlaps a date range you set.
• Leave Request Status multi-selects approved, recommended, pending, rejected, and cancelled.
• Requested by and Leave Types narrow the list by who asked, or by type.
• Date range and Session year scope it to a period or a leave year.
• The usual branch, department, and unit groupings apply here too.

Each row shows the employee, the leave type, who requested it, the reliever covering the work, the leave period and its duration, the request date, the reason, any attached documents, and the current status. Hover an employee’s name for their contact details.

What the statuses mean

Status	Meaning
Pending	Awaiting action
Recommended	A recommender has passed it forward; awaiting approval
Approved	Approved. An Admin badge appears if an admin auto-approved it
Rejected	Rejected. Hover the info icon for the reason
Cancelled	Cancelled. Hover the info icon for the reason

Where a recommender was part of the flow, an earlier Recommended avatar appears alongside.

Manage a request

What you can do depends on how far the request has traveled:

Action	When	What it does
Edit	Pending or rejected	Reopens the form. You can add documents, view or delete the existing ones, and upload new ones at the same time; deletions apply when you save.
Delete	Pending or rejected	Removes the request permanently. If documents are attached, the confirmation warns that they are deleted too.
Cancel	Approved	Requires a cancellation reason.
Recall	Approved, and the leave has already started	Brings the employee back early. The form asks for Back at work from and previews the days with no clock-in the return leaves behind, so you can see which attendance changes. The row then reads Recalled · was to {date}, keeping the original end date visible.

Edit and Delete apply only while no one has acted on the request. Once it has been recommended, approved, or rejected it is read-only beyond viewing, apart from Cancel on approved leave and Recall once that leave has started.

Good to know

Requests draw on the sessions, types, and approval matrix from Set up leave. Employees cannot apply for a year whose session is not open, and approved leave comes off the employee’s leave balance.