Leave requests

Every leave request in the organization.

Who can use this page

Permission needed: View leave requests over other people (not only yourself) (view_leaverequest).

Roles that have it by default: HR Associate, HR Manager and People Manager.

Superusers can always open it. Your administrator can also give the permission to a custom role.

Leave requests shows every leave request in the organization.

Record leave for someone

Use this when a person could not apply themselves, for example an emergency or a request that was never sent. It needs the permission Record leave on behalf of an employee (record_leave_on_behalf), which HR Manager has by default. The Record leave for someone button only shows for people who have it.

1. Choose Record leave for someone, then the person, the leave type, the dates and a reason. The reason is required. Leave can start up to 30 days ago, whole days only.
2. Before you send, the page shows what would happen: the days, the balance before and after, any unpaid days (the person will see the salary deduction), and the attendance that changes to Leave. A locked payroll month, an overlap or a rule failure is named and stops you from sending.
3. Choose Send for acknowledgment. Nothing is deducted and the leave does not count yet. The days are held while the person decides.

The leave only takes effect when the person acknowledges it. There is no manager approval. If they do not respond, it never takes effect on its own.

Waiting on employees (above the list) shows what is still open: Awaiting acknowledgment and Needs clarification (the person reported an issue, and what they said is shown). Each row shows who recorded it, how long ago, any reminders and until when the days are held. From a row you can:

• View the details.
• Correct and resend to change the type, dates or reason. The person has to review the new version; the earlier one no longer counts.
• Withdraw, with an optional reason. The held days are released and the person is no longer asked.

Once the person acknowledges, the leave shows as confirmed and works like any other approved leave.

Remind, and what happens when nobody answers

• Choose Remind on a row to nudge the person. You can remind once a day; it isn’t offered once the hold has ended or the person reported an issue.
• Reminders also go out by themselves after 2 and 5 days.
• After 7 days with no answer, the Workspace Administrators and you are told. The message names the person, the leave type and who recorded it, and never the dates or the reason.
• The days are held for 14 days. If that runs out, nothing is confirmed: you are told, the days are released, and you resend or withdraw the record.

Change or cancel confirmed leave

Open confirmed leave you recorded and choose Propose a change or Propose cancellation. The person has to acknowledge it again, and the leave stays exactly as it is until they do. If they report an issue, or don’t respond, nothing changes.

• Propose a change works like recording: you see the balance and attendance effect first, judged as if the current leave were already removed. A warning shows when days that have already passed would go back to their earlier attendance.
• Propose cancellation needs a reason. When the person acknowledges, the days are returned to their balance and the attendance goes back to what it was.
• A change waiting on the person shows under Waiting on employees, where you can remind, correct and resend (changes only) or withdraw it. Only one change can wait at a time, and a payroll month that is already approved blocks it.

Managers’ concerns

A person’s manager can raise a concern about leave you recorded for them. It doesn’t change or hold the leave, and the person never sees it.

• A Manager concerns filter in Waiting on employees lists every record with an unanswered concern, including confirmed leave, and each row shows what the manager wrote.
• Answer it with Resolve and a written reply (the manager receives it). Correcting and resending, withdrawing, or proposing a change to the leave closes its concerns by itself and tells the manager what you did.
• Unanswered concerns appear in your Needs attention alerts, getting more urgent after 2 and then 5 days.
• If you recorded the leave you can’t raise a concern about it yourself; correct it instead.

Safeguards when correcting leave recorded for someone

The dates must fall within the person's employment dates. They are checked again when the employee acknowledges, so changes to employment cannot silently apply invalid leave.

If another HR user corrected a record after you opened it, sending your stale correction is refused. Reopen the record, review the latest version and make your correction again. Your edits remain in the open form when a request fails. Correction history records changes to relation, occasion and attachments as well as leave type, dates and reason. Confirmation and cancellation notifications go to the person's current manager.