Managing leave requests

TracefyHR's leave system has three layers:

1. Leave types — defined once by a Manager (Annual, Sick, etc.).
2. Balances — each employee gets a yearly quota per type.
3. Requests — employees apply, an approver reviews.

HR runs the day-to-day: tweaking balances, approving requests if assigned as a leave approver, and submitting requests on behalf of employees who can't.

A pending request looks like this when opened:

Approve or reject a request

1. 1

   Open Time → Leave and click the Requests tab. Pending requests show at the top with a yellow badge.

2. 2

   Click a request to see the full detail: dates, leave type, employee's reason, and any comments.

3. 3

   Click Approve or Reject. If you reject, you must enter a reason — it's emailed to the employee.

4. 4

   That's it. TracefyHR sends the email + in-app notification, updates the employee's balance (if approved), and logs the action in the audit trail.

Submit a request on behalf of someone

Sometimes an employee can't apply themselves — maybe they're already off sick. Submit for them:

1. 1

   Open the Requests tab and click Submit on behalf.

2. 2

   Pick the employee from the dropdown. Their leave types and balances appear.

3. 3

   Pick the leave type, dates, and a short reason. Same calendar rules as employees see (past dates / over-balance dates greyed out).

4. 4

   Choose how to handle approval: auto-approve (HR overriding the workflow) or send through the normal approver chain.

5. 5

   Click Submit. The employee gets a confirmation email so they know it's logged.

Adjust an employee's balance

Need to give someone an extra 5 days for a special reason — or recover days from a balance error?

1. 1

   Open the Summary tab. You'll see every employee's allowed / used / remaining for every leave type.

2. 2

   Click an employee row to open the adjustment dialog.

3. 3

   Pick a leave type, enter a positive or negative number of days, and add a note (this is mandatory — it's the audit trail).

4. 4

   Click Save. Their balance updates immediately, and the employee gets an email if you tick the Notify employee box.

Set up a new leave type

Leave types live on a Leave Types tab on the same page (Manager-only). Add a name, the annual quota, and the prior-notice requirement:

Common questions

Where do I see who's off this week? The Summary tab has a calendar view at the top showing every approved leave for the next 30 days, colour-coded by type.

The employee's balance shows wrong — they had 12 days but it shows 8. Approved requests deduct automatically. Use the Adjust balance flow above with a note like "Manual top-up after migration" to fix it cleanly. Don't edit the request itself.

Can I delete a leave request? Reject it instead. TracefyHR keeps everything for the audit trail — leave records aren't deleted, only rejected or cancelled.

An employee says they didn't get the approval email. Check Settings → Email Logs to see if it was sent and delivered. If it bounced, fix their email and use the Resend button.

Related

• Requesting time off (Employee view) — what your employees see
• Company settings — set up leave types
• Managing permissions — assign Leave Approver role