Leave requests depend on an active staff member, a leave type, valid dates, and—where applicable—approval. Use the checks below to resolve the most common problems with requests, leave types, balances, and the calendar.
The following fields are required:
If a field is blank, the form displays a field-specific message such as “Staff is required”, “Leave type is required”, or “Back to work date is required”. Complete the missing field and try again.
Check that both dates are real dates and that Back to Work On is later than First Day of Leave. A same-day return is not accepted: for one day of leave, set Back to Work On to the following day.
The form calculates Leave Days, Leave Hours, and Weekends / Holidays while you edit the dates. Leave days count working days only, excluding Saturdays, Sundays, and configured public holidays. Leave hours are calculated at 8 hours per leave day. Selecting Half day only changes a single working day to 0.5 day and 4 hours.
A person cannot have overlapping leave unless the existing request is Declined. This includes overlaps with Pending and Approved requests. Check the person’s other requests, then change the dates or ask an approver to decline or correct the duplicate request.
If an administrator or manager restores a declined request, the application checks for an overlap again. A restored request may therefore remain unavailable until the conflicting request is corrected.
On a personal account, a non-manager can submit leave only for themselves, even if another staff member is selected. Managers can submit for other staff. On a shared tablet or kiosk, choose the actual staff member under Requesting for; the device account is not automatically used as the person taking leave.
A request may need approval from one or more designated approvers. If the organisation requires more than one approval, the request stays Pending until the required number of different approvers have approved it. An approver cannot approve the same request twice.
Approvers can use Approve or Decline for pending requests. An approved or declined request can be returned to pending with Revert, if the person doing this has leave-management permission.
The Leave screens calculate leave-day and leave-hour totals on each request, but they do not provide a separate personal balance view. If you are looking for a remaining entitlement or balance, it may not be available in this module.
If the total on a request looks wrong, check these points:
Only an administrator can manage the available leave types and public holidays. In Leave Types & Public Holidays, an administrator can review or update the entries used for requests and calculations. A leave type that is already used by existing records cannot be deleted; it must be retained or updated instead.
If the dates, public holidays, and half-day setting are correct but the total still appears incorrect, do not create a duplicate request. Ask an administrator to review the leave record and configuration.
The leave calendar is a calendar view of approved staff leave. A Pending or Declined request will not appear there.
To troubleshoot a missing entry:
The calendar displays the staff member’s name and leave type. Its event covers the full leave period, including the last day. If the request is approved but still missing after a refresh, verify that the approved record has the correct dates and staff member, then contact an administrator.
Contact an administrator when:
When asking for help, provide the staff member, leave type, First Day of Leave, Back to Work On, current status, and any exact error message. Avoid submitting another request until the original problem has been checked.