Leave Records
The company-wide register: every leave request, what was decided, and where the leave itself stands. This is the working screen for anyone who needs the truth about a request, and the place HR reverts a decision.
Where: HR → Leave Management → Leave Records · Who: HR, approvers
The header
Every leave request, what was decided, and where it stands, the number of requests loaded, and the period in view. Export downloads the rows in view as an Excel file with the filters they were found under; Reload refreshes.
What needs doing
Five tiles, counted over everything loaded. Press one to filter to it.
| Tile | Meaning |
|---|---|
| Awaiting decision | Nobody has said yes or no yet. Red while non-zero |
| Starts within 7 days | Undecided and imminent: the employee cannot plan |
| Out today | Approved, and today falls inside the leave. The hint says how many are back tomorrow |
| Scheduled ahead | Approved, not yet started |
| Days in view | The sum of days across the rows shown |
Views and filters
Six tabs over one list: All, Awaiting decision, Out now, Scheduled, Completed, Rejected. Each shows its count across everything loaded.
| Filter | What it does |
|---|---|
| Search | Name or staff ID, narrowing the loaded rows |
| Department, Leave type | Re-query the server |
| Decision | Awaiting decision / Approved / Rejected |
| Stage | The lifecycle: Submitted, Undergoing approval, Scheduled, In progress, Ended, Withdrawn, Expired, Cancelled |
| From / to | Date range on the start date |
| Clear | Resets every filter and reloads |
Arriving here from a dashboard tile shows the full register; press the tab you want.
The columns
| Column | Meaning |
|---|---|
| Employee | Name, staff ID, department |
| Leave type | |
| From / To / Back at work | First day, last day, resumption date |
| Days | Working days; "half day" underneath when it is one |
| When | Where the leave itself has got to, derived from the decision and the dates: Out now (with a progress bar), Starts in N days, Already started, undecided, In N days, Not taken, Ended. Amber when undecided and starting within a week; faint when finished or refused |
| Decision | The chip: Awaiting decision (amber), Approved (green), Rejected (red), Unknown (grey). Under a pending chip: stage — person it is waiting on, or no approver resolved. Under a decided chip: the recorded lifecycle stage |
| Actions | View detail, approval trail, then Approve and Reject for a pending row or Revert decision for a decided one |
The footnote under the table is worth repeating: Decision is whether the request was approved; When is where the leave itself has got to. They are different questions, which is why one status column could not answer either. The Status Reference lists every value of both.
The request dialog
Opened by the eye icon. An identity card with the Decision chip, then three sections:
- The request: leave type, first and last day, back at work, days, the reason given.
- Where it stands: the decision (and whose desk it is on), the leave itself, the recorded stage.
- Reviewers: a timeline of every stage with who, Awaiting / Approved / Rejected, the date and time, and remarks.
Approve and Reject appear while the request is pending. The Reviewers icon on the row opens the shared workflow view of the same trail.
Approve, reject, revert
Each confirms first, naming the employee and dates:
- "Approve 3 days of Annual leave for Ama Mensah, 8 Sep to 10 Sep?"
- "Reject Ama Mensah's Annual leave request for 8 Sep to 10 Sep? They are told the outcome."
- "Put Ama Mensah's request back to awaiting a decision? The outcome already communicated no longer stands."
The rules for who may decide, and what each decision does, are in Approving Leave. Approving from this screen also applies the disciplinary-suspension check.
Export
An Excel sheet of the rows in view with a preamble (view, department, leave type, period) and columns for employee, staff ID, department, type, dates, days, half day, decision, who it is waiting on, stage, the "When" sentence and the reason given, with a totals row. This is the report most people mean when they ask for a "leave report".
Common questions
A request shows Approved but the stage says Undergoing approval. The record predates the module's rebuild. Run Normalise older requests on Leave Setup; it places each old request on the lifecycle by its dates.
Why does a rejected request still appear in the register? Because it happened. It is never drawn on the calendar and never deducted; use the Rejected tab to see or hide them.
Someone withdrew a request but it still shows Awaiting decision in the Decision filter. The decision axis is only written when the workflow concludes, so a withdrawn request keeps Awaiting decision there. The chip on the row reads the lifecycle too and shows Withdrawn; filter by Stage → Withdrawn to find them.