Leave requests — workflow and allowance

Submit a request — step by step

1. Go to Tools → HR → Leave. The Leave requests screen opens.
2. Click New request.
3. Choose an Employee and Leave type.
4. Set Start date and End date. If leave begins or ends halfway through a day, select Half day (start) or Half day (end).
5. Enter a Reason. Total days is an estimate; when saving, the server recalculates working days using the Polish public holiday calendar. For example, leave that includes May 3 takes one fewer day than the preview shows.
6. Click Save. The request is created as a Draft; it is not sent to anyone yet.
7. Click the airplane icon in the request row to submit it. Only then does the status change to Pending and the request enter the approval queue.
8. If submission for annual leave is refused, you may not have enough days; see “Allowance” and “I can’t submit a request.”

Make a decision — step by step

1. On Leave requests, filter by Pending status.
2. Click the eye icon beside a request to open Request details. It shows the dates, reason, Submission date, and Approval history.
3. Close the preview with Close. In the row, click the checkmark to approve or the cross to reject.
4. Enter a Comment in the decision window and click Approve or Reject.
5. Check that the request status changed to Approved or Rejected. Rejection releases the reserved days.

Workflow

Draft → Pending → Approved or Rejected. The fifth status is Cancelled.

The ban icon in the list cancels a request in Draft, Pending, or Approved status. The person who submitted the request or someone who could approve it can cancel it. Cancelling returns the days to the allowance automatically.

Leave types

Annual, on demand, sick, parental, maternity, paternity, care, unpaid, honorary blood donation, and several others. A request can cover a half day separately at the start and end of the period.

The data model also has an attachment for a medical certificate, but the new request form has no upload field. You cannot attach a scan from this screen.

Working days, not calendar days

Annual leave is granted in working days (Article 154 of the Polish Labour Code). Saturdays, Sundays, and public holidays do not use up the allowance: a week off from Monday to Sunday costs 5 days, not 7. The public holiday calendar is applied automatically, including movable holidays tied to Easter.

A request can separately include a half day at the beginning and end of its period.

Allowance — one calculated number

This applies only to annual leave:

• remaining days are the annual allowance minus the days reserved by pending and approved requests,
• the same number is checked on submission and shown on the employee record; there are not two counters that can get out of sync,
• cancelling or rejecting returns the days immediately, with no manual correction.

So a submitted but not yet approved request blocks those days. This is deliberate; otherwise, a person could submit three requests for the same days.

Remaining leave days on the employee record is read-only. Change Annual leave days, the allowance, instead (HR module pitfalls).

Other leave types do not affect the annual leave allowance.

Who approves?

The request goes to the manager recorded on the employee's record (the Manager field). The decision is saved with the approver, comment, and date.

• No one can approve their own request, regardless of permissions.
• If there is no manager on the record, the request cannot be submitted. The system says this directly instead of accepting a request no one can review.
• A company administrator can review any request; this is a safeguard if the manager has left.

Multi-step approval has not been implemented yet. The data structure allows for it, but passing a request up another level does not work. One person makes the decision.

Calendar and balance

Two helper views are available: the employee's leave balance and a monthly calendar. The calendar shows approved and submitted requests, so you can see requests still awaiting a decision when planning cover.

Overtime and corrections have separate workflows

Overtime requests have their own process, with settlement as paid or time off. Work time correction requests follow a third, separate path (Event log, corrections, and workdays).

All three appear in the manager's approval queue.

I can’t submit a request

The most common causes are:

1. No employee record — the account exists, but there is no employee record (Employees and schedules).
2. No manager on the record — there is no one to send the request to (HR module pitfalls).
3. Not enough days for annual leave, counting pending requests too.
4. The request is not a draft — a submitted request cannot be submitted again.