🎯 Module Overview

In this tutorial, we'll learn how to configure leave types, manage applications, and track staff leave balances to ensure proper workforce planning and record-keeping.

The Leave Management Module is a digital system that replaces paper-based leave forms. It allows staff to apply online, automates balance tracking, and gives administrators tools to approve requests and monitor staff availability in real-time.

🧭 Module Access & User Roles

⚙️ For Administrators: Setup & Configuration

1. Configuring Leave Types

Before staff can apply, you must define the types of leave available.

Steps to Create a Leave Type:

1. Go to Leave Management → Leave Types.

2. Click Add Leave Type.

3. Fill in the form:

   • Leave Name (e.g., "Annual Leave")

   • Leave Code (e.g., "AL")

   • Total Days Per Year (e.g., 21; leave blank for unlimited)

   • Leave Type: Paid or Unpaid

   • Approval Required: Yes (Manual) or No (Auto-approve)

   • Status: Active

4. Click Create Leave Type.

2. Reviewing & Processing Applications

Viewing the Application List:

• Go to Leave Management → Applications.

• Use Filters for Status (Pending/Approved/Rejected), Leave Type, or Centre.

  
  

Approving or Rejecting:

1. For a Pending application, click Approve (✓) or Reject (✗).

2. If rejecting, adding Remarks is required to explain the decision.

3. Confirm the action.

3. Monitoring Leave Balances

• Go to Leave Management → Balance Report.

• View a table of all staff showing:

  • Entitled days per year.

  • Used days.

  • Remaining Balance.

• Use the Centre filter and Print Report option.

📝 For Staff Members: Applying & Tracking Leave

1. Checking Your Balance

• Upon logging in, your Leave Management dashboard displays balance cards for each leave type, showing remaining days.

• You can also see this on the My Applications page.

2. Applying for Leave

1. Go to Leave Management and click Apply for Leave.

2. Fill in the form:

   • Select Leave Type.

   • Choose Start Date and End Date.

   • Enter a Reason.

   • (Optional) Attach supporting documents (e.g., medical certificate).

3. The system calculates the Total Days and checks your balance.

4. Click Submit Application.

⚠️ Restrictions:

• You cannot apply if you have insufficient balance.

• Dates cannot overlap with existing approved leave.

  
  

  
  

3. Viewing Your History & Cancelling

• Go to My Applications to see all your requests with their status.

• You can only Cancel applications that are still Pending.

📊 Dashboard & Reports

Administrator Dashboard Shows:

• This Month: Total applications submitted.

• Pending: Applications needing attention.

• Approved/Rejected: Count for the month.

• On Leave Today: Staff currently absent.

Staff Dashboard Shows:

• Personal leave balance cards.

• Recent application history.

Exporting Data:

• From the Applications page, use filters and click Export CSV to download data for external reporting.

  
  

  

✅ Best Practices

For Administrators:

• Set up all Leave Types before the start of the academic year.

• Review pending applications daily for prompt responses.

• Use clear remarks when approving or rejecting.

• Run monthly balance reports to monitor trends and plan coverage.

For Staff:

• Apply well in advance (1-2 weeks minimum).

• Always check your balance before applying.

• Attach supporting documents (like medical certificates) where applicable.

• Provide clear reasons in your application to aid faster approval.

❓ Troubleshooting & FAQs

Conclusion: The Leave Management Module streamlines absentee tracking, ensures policy compliance, and provides clear visibility for both staff and administrators, making leave management efficient and transparent.