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Leave Application

Last Updated: October 6, 2025 Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

Overview​

The Leave Application module enables employees and managers to systematically handle leave requests, multi-level approvals, cancellations, and to monitor leave balances and workflow status at every step.

System Components​

  1. All Applications List: Complete dashboard of submitted leave requests.
  2. Request Popup: Intuitive form for applying new leave.
  3. Cancellations List: Track and review cancelled leaves.
  4. Leave Cancellation Popup: Simple cancellation submission dialog.
  5. Pending Approvals: Queue for manager/admin review.
  6. Pending Cancellations: Queue for manager/admin review of cancellation requests.

1. All Applications List​

All Applications List Central dashboard to view all leave requests with a multi-dot approval status. Managers and admins can filter, select, and bulk approve/reject requests.

Columns:

  • Employee: Who applied for the leave.
  • Type / Code: Full/First Half/Second Half/Custom + Leave code (PL, LWP, etc.).
  • Start Date / End Date: Duration of the requested leave.
  • Total Leaves: Calendar days/hours applied for.
  • Balance: Remaining entitlement for chosen leave.
  • Requested Date: When the application was made.
  • Reason: Why the leave is needed.
  • Status:
  • Three-dot system:
  • Dot 1: Primary Manager
  • Dot 2: Secondary Manager
  • Dot 3: Final decision (Admin or completion)
  • Green = Approved, Red = Rejected, Grey = Pending
  • Flow: If primary manager rejects, it cancels; if secondary manager rejects, it’s denied. Admin can override and approve directly.

2. Leave Request Popup​

Leave Request Popup

Accessible via the "Request" button, the form allows employees to submit detailed leave requests.

Fields:

  • Employee: Select or autofill from system.
  • Leave Code: Choose leave type (shows balance and pending).
  • From/To Date: Calendar date selection.
  • Leave Timing: Choice of full day, first half, second half.
  • Reason: Dropdown for reason categories.
  • Summary Bar: Displays total days, actual leaves, worked days, week offs.

Actions:

  • Submit: Send for approval.
  • Reset: Clear all entries.

3. Cancellations List​

Cancellations List

Track all cancelled leave requests, including full details and status for audit purposes.

Columns:

  • Employee: Requestor.
  • Type / Code: Category/codes for leave.
  • Start/End Date: Cancelled period.
  • Total Leaves: Count.
  • Requested Date: When cancellation was submitted.
  • Reason: Provided explanation for cancellation.
  • Status: Follows multi-dot approval logic.

4. Leave Cancellation Popup​

Leave Cancellation Popup

Streamlined form for cancelling leave with mandatory reason.

Fields:

  • Leave: Select the leave to cancel.
  • Reason: Justify the cancellation.
  • Actions: Submit or Reset.

5. Pending Approvals​

Pending Approvals

Shows leave applications that require a manager/admin response.

Workflow & Controls:

  • Bulk approval/rejection with remarks.
  • View status for each step (with dot system, see above).
  • Managers can add action remarks, approve, or reject.

6. Pending Cancellations​

This section lists leave cancellation requests that are awaiting review and approval by managers/admins.

What you see:

  • Only those cancellation requests not yet resolved.
  • All fields as in the cancellation list (employee, type, code, start/end date, total leaves, requested date, reason, and status).
  • Review & take action:
  • Approve: Cancel the leave as requested.
  • Reject: Leave remains in scheduled status.
  • Remarks required for every action.

Workflow logic:

  • Multi-manager routing follows:
  • Primary Manager reviews first; if rejected, it does not move to secondary.
  • Secondary Manager reviews after primary approval. If rejected, cancellation is denied even if primary approved.
  • Admin has override rights for direct resolution.

Best Practices:

  • Explain cancellation reasons clearly for faster approvals.
  • Pending cancellations provide full transparency—all parties see status movement.

Status Indicator Reference​

  • Dot 1: Primary Manager
  • Dot 2: Secondary Manager
  • Dot 3: Final Approval (or Admin action)
  • Green Dot: Approved
  • Red Dot: Rejected
  • Grey Dot: Pending

Advanced Features​

  • Bulk Operations: Process multiple applications/cancellations at once.
  • Leave Balance Preview: See entitlements when selecting leave type.
  • Partial Leave Options: First/Second half and custom leave durations.
  • Audit Trail: All actions, decisions, and remarks logged for compliance.
  • Admin Override: For urgent or special cases.

Tips & Best Practices​

  • Always provide complete and specific reasons for leave and cancellations.
  • Check leave balance and type before submitting.
  • Track your application’s progress with the simple dot indicator system.
  • Contact HR/Admin if you need urgent resolution.

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