Leave

Leave shows leave requests and who is away. Open it from the sidebar: People & HR → Leave. You need the privilege to view attendance and leave. Recording leave, and deciding requests, needs the privilege to manage employees, attendance reports and leave.

What’s on the screen

• Summary cards: On leave today, Pending approval and Away this week. These count all active employees and do not change with the filters.
• Filters: leave type, status, branch and a date range. A request appears when any of its dates fall in the range.
• Request table: employee, type, dates, working days, status and approver.

See who is away

Choose Team calendar. It shows approved leave across three weeks, Monday to Friday, starting with the current week. You cannot move to other weeks from this page yet. Pending requests do not appear. Leave approved with Add to the team calendar turned off does not appear either. Away per day counts the people away on each date, and the busiest date is highlighted.

Record leave for an employee

1. Choose Record leave.
2. Choose the employee and the leave type. Then enter the From and To dates.
3. Check Working days. It leaves out the employee’s weekend and published holidays with a confirmed date in that country’s calendar. A movable holiday that still needs a date counts like a normal working day until HR confirms it on Holiday calendars. The number must be at least 1 and no more than the number of calendar days in the range.
4. Add a Reason if you want one. It is not shown in the list or the calendar, and it is not included in the notification. You can read it when you open the request.
5. Choose whether the leave is approved now with Approved by HR directly, and whether to notify the employee. Then choose Record leave.

With Approved by HR directly on, the leave counts against the balance straight away, appears on the team calendar and shows in Attendance. With it off, the request stays pending and the balance does not change until someone approves it (see Decide a request below).

Decide a request

You can decide a request if you can manage employees, attendance reports and leave. Select the employee’s name in the table to open the request. It shows the dates, the working days counted, any weekend days left out, the leave balance, and the employee’s comment if they wrote one. It also warns you when people in the same department are off on the same days.

A pending request has three choices at the bottom: Request changes, Reject and Approve.

• Approve counts the days against the balance. You can add an optional comment, which goes to the employee. Two switches apply. Add to the team calendar is on by default. If you turn it off, the leave stays off the team calendar, but the summary cards still count it. The other switch decides whether to notify the employee.
• Reject needs a Reason from the list and a comment to the employee. The balance does not change. You can choose whether to notify the employee.
• Request changes needs a note saying what should change. The request stays pending, the balance does not change, and the employee is always notified. A later request for changes replaces the earlier note. The Keep the request open for edits switch is saved with the request. Employees cannot edit requests in AgencyOS yet, so the switch has no effect on their side for now.

The employee’s notification includes your comment or note. If it is long, it is shortened to 160 characters.

You can’t decide your own request. You can open it and read the details, but the decision buttons do not appear.

Once a request is approved or rejected, you cannot change the decision here. If someone else decided it first, the window says so and asks you to refresh.

Cancel approved leave

Approved leave that has not started can be cancelled. Open the request, or the employee’s profile Leave tab, and choose Request cancellation. Write the employee’s reason. HR or the employee’s line manager can send it. The leave stays approved until someone decides.

Pending cancellations are under the Cancel leave view at the top of the Leave page, with a count. Each one shows the dates, working days, who approved the leave, how many days until it starts, and the balance now, if you approve, and if you reject.

• Approve cancels the leave. The days go back to the balance and the dates are freed in the team calendar. A comment is optional.
• Keep leave needs a comment. The leave stays approved and the balance does not change.

Leave that has already started cannot be cancelled. A line manager decides only for their own team; HR can decide any cancellation. Nobody can decide a cancellation of their own leave.

If nobody decides in time, the approval rules remind the approver and then pass the request to the next approver. The request then shows an Escalated badge with the time. Cancelled leave shows with the Cancelled status. See Settings and roles for HR.

When leave can’t be recorded or approved

Recording leave and approving a request run the same checks. Approving checks again, so a request can still be refused after it was sent. The page shows the reason next to the field that needs fixing. Leave can be refused when:

• The dates overlap another pending or approved request for that employee.
• The balance is too low for approved leave. Balances run per calendar year, using the year of the first date.
• The leave type is not available to that employee, or it is locked during probation.
• Attendance for one of the dates is locked or already marked present.
• When recording, the range has no working days, or is longer than 366 days.