Leave Management
We360.ai leave management — employee time-off requests, approval workflows, and absence tracking for remote teams.
The Leave Management feature in we360.ai allows organizations to manage employee leave requests in a structured and transparent way. Employees can apply for leave, while managers and administrators can review, approve, reject, or edit leave requests based on their role and hierarchy.
This ensures that leave requests are tracked properly and approvals follow the organization’s reporting structure.
Feature Path: HR Suite → Leaves
User Roles and Permissions
Leave management functionality varies depending on the user’s role within the organization.
Employee (Standard User)
Employees can manage only their own leave requests.
Employees can:
Apply for leave
View their own leave applications
Track the status of their leave requests
Employees cannot view or take actions on other employees' leave requests.
Manager
Managers can manage leave requests for employees within their team hierarchy.
Managers can:
Apply for leave
View leave requests submitted within their reporting hierarchy
View their own leave requests
Approve leave requests
Reject leave requests
Edit leave requests within their hierarchy
Managers cannot take action on their own leave requests.
Once a manager approves or rejects a leave request, the decision becomes final and cannot be changed.
Admin
Admins have the highest level of control within the Leave Management module.
Admins can:
Apply for leave
View leave requests across the organization
View their own leave requests
Approve leave requests
Reject leave requests
Edit leave requests
Admins can take action on leave requests submitted by:
Admins
Managers
Standard users
Just like managers, once an Admin approves or rejects a leave request, the decision cannot be changed.
Role Hierarchy
Leave approvals follow the organization’s reporting hierarchy.
Admin
Can take action on leave requests from Admins, Managers, and Standard Users
Manager
Can take action on leave requests from members of their assigned team
Standard User
Can only view their own leave applications
This hierarchy ensures that leave approvals follow proper organizational reporting structures.
Applying for Leave
Users can apply for leave directly from the Leave module.
Users who can apply for leave include:
Employees
Managers
Admins
In some cases, Admins can also apply leave on behalf of users if required.
Leave Application Fields
When submitting a leave request, users must provide the following details:
Leave Type
Select the type of leave from the available options in the dropdown.
Examples may include:
Casual Leave
Sick Leave
Annual Leave
Other leave types defined by the organization.
From Date
Select the start date of the leave using the calendar picker.
To Date
Select the end date of the leave using the calendar picker.
Reason
Provide a brief explanation for the leave request.
Text input field
Maximum limit: 100 words
Providing a clear reason helps managers review and process leave requests more effectively.
Overlapping Leave Restriction
Users cannot apply for overlapping leave requests.
If a user has already applied for leave covering a particular date, they cannot submit another leave request that includes the same date.
Example:
Existing leave request 10 June – 12 June
User cannot submit another leave request that includes:
11 June
12 June
10–13 June
This rule ensures that duplicate or conflicting leave requests do not occur.
Leave Application Workflow
The leave process follows a simple approval workflow.
Step 1 — Submit Leave Request
The user selects:
leave type
start date
end date
reason
and submits the request.
Step 2 — Manager/Admin Review
The leave request becomes visible to the appropriate Manager or Admin based on the reporting hierarchy.
They can review the request and take action.
Step 3 — Approval or Rejection
Managers or Admins can choose one of the following actions:
Approve
Reject
Edit
Once the leave request is approved or rejected, the decision becomes final and cannot be changed.
Leave Module Tabs
The Leave module contains different tabs depending on the user’s role.
Manager and Admin Tabs
Managers and Admins have access to three tabs that help them manage leave requests.
Pending Approvals
This tab shows leave requests waiting for approval within the user’s hierarchy.
Managers and Admins can review these requests and take appropriate action.
Possible actions include:
Approve
Reject
Edit
My Pending Leaves
This tab shows leave requests submitted by the logged-in user that are still awaiting approval.
Users can track the status of their submitted requests here.
All Leaves
The All Leaves tab displays all leave requests within the organization, regardless of their status.
This provides a complete view of leave activity.
Available Filters
Users can filter leave data using:
User Search
Leave Type
Request Status
Date Range
These filters help managers and admins quickly find specific leave requests.
Employee Tabs
Standard users (employees) see a simplified version of the leave module.
Pending Approvals
This tab shows leave requests submitted by the employee that are still awaiting approval.
Employees can track their pending requests here.
All Leaves
This tab shows all leave requests submitted by the employee, regardless of status.
Employees can view whether their requests are:
Pending
Approved
Rejected
Available Filters
Employees can filter their leave records using:
Leave Type
Request Status
Date Range
Best Practices for Leave Management
To ensure smooth leave management across the organization:
Submit leave requests in advance This allows managers enough time to review and plan team availability.
Provide clear reasons for leave This helps approvers make informed decisions.
Avoid duplicate requests Make sure your leave dates do not overlap with existing requests.
Check leave status regularly Employees can track approval progress from the leave dashboard.
The Leave Management feature in We360.ai allows organizations to manage employee leave requests in a structured and transparent way. Employees can apply for leave, while managers and administrators can review, approve, reject, or edit leave requests based on their role and hierarchy.
This ensures that leave requests are tracked properly and approvals follow the organization’s reporting structure.
Feature Path: HR Suite → Leaves
User Roles and Permissions
Leave management functionality varies depending on the user’s role within the organization.
Employee (Standard User)
Employees can manage only their own leave requests.
Employees can:
Apply for leave
View their own leave applications
Track the status of their leave requests
Employees cannot view or take actions on other employees' leave requests.
Manager
Managers can manage leave requests for employees within their team hierarchy.
Managers can:
Apply for leave
View leave requests submitted within their reporting hierarchy
View their own leave requests
Approve leave requests
Reject leave requests
Edit leave requests within their hierarchy
Managers cannot take action on their own leave requests.
Once a manager approves or rejects a leave request, the decision becomes final and cannot be changed.
Admin
Admins have the highest level of control within the Leave Management module.
Admins can:
Apply for leave
View leave requests across the organization
View their own leave requests
Approve leave requests
Reject leave requests
Edit leave requests
Admins can take action on leave requests submitted by:
Admins
Managers
Standard users
Just like managers, once an Admin approves or rejects a leave request, the decision cannot be changed.
Role Hierarchy
Leave approvals follow the organization’s reporting hierarchy.
Admin
Can take action on leave requests from Admins, Managers, and Standard Users
Manager
Can take action on leave requests from members of their assigned team
Standard User
Can only view their own leave applications
This hierarchy ensures that leave approvals follow proper organizational reporting structures.
Applying for Leave
Users can apply for leave directly from the Leave module.
Users who can apply for leave include:
Employees
Managers
Admins
In some cases, Admins can also apply leave on behalf of users if required.
Leave Application Fields
When submitting a leave request, users must provide the following details:
Leave Type
Select the type of leave from the available options in the dropdown.
Examples may include:
Casual Leave
Sick Leave
Annual Leave
Other leave types defined by the organization.
From Date
Select the start date of the leave using the calendar picker.
To Date
Select the end date of the leave using the calendar picker.
Reason
Provide a brief explanation for the leave request.
Text input field
Maximum limit: 100 words
Providing a clear reason helps managers review and process leave requests more effectively.
Overlapping Leave Restriction
Users cannot apply for overlapping leave requests.
If a user has already applied for leave covering a particular date, they cannot submit another leave request that includes the same date.
Example:
Existing leave request 10 June – 12 June
User cannot submit another leave request that includes:
11 June
12 June
10–13 June
This rule ensures that duplicate or conflicting leave requests do not occur.
Leave Module Tabs
The Leave module contains different tabs depending on the user’s role.
Manager and Admin Tabs
Managers and Admins have access to three tabs that help them manage leave requests.
Pending Approvals
This tab shows leave requests waiting for approval within the user’s hierarchy.
Managers and Admins can review these requests and take appropriate action.
Possible actions include:
Approve
Reject
Edit
My Pending Leaves
This tab shows leave requests submitted by the logged-in user that are still awaiting approval.
Users can track the status of their submitted requests here.
All Leaves
The All Leaves tab displays all leave requests within the organization, regardless of their status.
This provides a complete view of leave activity.
Available Filters
Users can filter leave data using:
User Search
Leave Type
Request Status
Date Range
These filters help managers and admins quickly find specific leave requests.
Employee Tabs
Standard users (employees) see a simplified version of the leave module.
Pending Approvals
This tab shows leave requests submitted by the employee that are still awaiting approval.
Employees can track their pending requests here.
All Leaves
This tab shows all leave requests submitted by the employee, regardless of status.
Employees can view whether their requests are:
Pending
Approved
Rejected
Available Filters
Employees can filter their leave records using:
Leave Type
Request Status
Date Range
Best Practices for Leave Management
To ensure smooth leave management across the organization:
Submit leave requests in advance This allows managers enough time to review and plan team availability.
Provide clear reasons for leave This helps approvers make informed decisions.
Avoid duplicate requests Make sure your leave dates do not overlap with existing requests.
Check leave status regularly Employees can track approval progress from the leave dashboard.
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