Status Reference
Every chip, pill and label the leave screens show, grouped by screen, with the exact condition that produces it. Colours follow one convention throughout the module: green is fine or agreed, amber needs attention, red is a problem or a refusal, grey is neutral or closed, blue is informational.
A request's decision (all screens)
Shown as the Decision chip on Leave Records and the Leave Calendar, and as the main chip on the employee portal.
| Label | Colour | When |
|---|---|---|
| Awaiting decision | amber | The decision axis is PENDING and the request has not been voided |
| Approved | green | Every mandatory reviewer approved. Written once and never changes |
| Rejected | red | Any mandatory reviewer rejected |
| Unknown | grey | The request has no decision recorded at all. Only seen on data written before the module was rebuilt; run Normalise older requests on Leave Setup |
A request's lifecycle (all screens)
Shown as the Stage filter on Leave Records, the "Recorded stage" line in the request dialog, the secondary line on the portal, and printed raw (for example UNDERGOING_APPROVAL) on the older Leave Requests screen.
| Label | Raw value | Meaning | Who or what sets it |
|---|---|---|---|
| Submitted | SUBMITTED | Raised; the approval workflow has not been initiated | Set at creation. Requests HR raises on the Leave Requests screen stay here even after approvers hold them; portal requests move on at once |
| Undergoing approval | UNDERGOING_APPROVAL | With the approvers. A rejected request also stays here | The portal, on submission; HR, on a revert |
| Scheduled | SCHEDULED | Approved, and the first day is still in the future | Final approval, when the start date is later than today |
| In progress | IN_PROGRESS | The employee is out right now | Final approval on or after the start date; otherwise the nightly job on the start date |
| Ended | ENDED | Served; the employee is due back | The nightly job after the end date, or the attendance reconciliation when the person clocks in |
| Withdrawn | WITHDRAWN | The employee pulled it back before a decision | The employee, on the portal |
| Expired | EXPIRED | The start date passed with no decision; it can no longer be served | The nightly job |
| Cancelled | CANCELLED | Approved, but the employee is no longer going | An approver, from the dashboard queue |
Withdrawn, Expired and Cancelled are the voided states. Nothing can act on a voided request: it cannot be edited, withdrawn again, or reviewed. An approver who still has a withdrawn request open on screen is refused with "This leave request has been withdrawn and can no longer be reviewed".
The "When" column (Leave Records)
Derived from the decision and the dates, never stored. Bold text, no chip.
| Text | Condition |
|---|---|
| Out now | Approved, and today is between the first and last day. A small progress bar shows how far through the leave is |
| Starts today / Starts in N days | Awaiting decision, start date today or ahead. Shown in amber when the start is within 7 days |
| Already started, undecided | Awaiting decision, and the start date has passed. This is the row the nightly job will expire |
| Awaiting a decision | Awaiting decision, no start date recorded |
| In N days / Scheduled | Approved, starts in the future |
| Not taken | Rejected. Shown faint |
| Ended | Approved and the last day has passed. Shown faint, with "N days ago" or "N months ago" underneath |
The view tabs on the same screen use the same rule: Awaiting decision, Out now, Scheduled, Completed, Rejected.
The "waiting on" line
Under an Awaiting decision chip, on Leave Records, the calendar drawer and the portal:
| Text | Condition |
|---|---|
| Supervisor — Ama Mensah (stage — person) | A stage is open and a reviewer is assigned |
| Supervisor — unassigned | The stage exists but nobody holds the role (no supervisor set, no department head, nobody in the HR Leave Approval Manager role) |
| no approver resolved (records) / Awaiting an approver (portal) | Neither a stage nor a reviewer is known. The request can still be decided by whoever holds it; the screen just cannot name them |
| 3/4 decided (dashboard queue chip) | More than one reviewer; this many have already decided |
Reviewer steps (request dialog, Reviewers dialog, My Approvals)
| Label | Colour | Meaning |
|---|---|---|
Awaiting / PENDING | amber (blue on the shared workflow view) | This reviewer has not decided |
| Approved | green | This reviewer approved, with the date and time |
| Rejected | red | This reviewer rejected |
| padlock icon | — | The step is locked because the whole request has concluded |
Entitlements page: the row status pill
One pill per employee row. The tooltip on the pill explains the reason in a sentence; the Calculation dialog repeats it.
| Pill | Colour | Exact condition | What to do |
|---|---|---|---|
| Not accrued | grey outline | The accrual has never written a computed row for this employee and leave year | Press Run accrual |
| Over ceiling | red | Remaining days are below zero: more has been taken and booked than was ever granted | A correction, never a warning. Check the grants and adjustments |
| Near forfeit | amber | Remaining days exceed the carry-over cap and at least 75% of the leave year has elapsed. The tooltip says how many days will be lost and on which date | Get the excess booked before the forfeit date |
| Healthy | green | Everything else. Includes days above the cap while less than 75% of the year has gone; the tooltip says so and that it will be flagged in the last quarter | Nothing |
Other chips on the same page:
| Chip | Where | Condition |
|---|---|---|
| pro-rata 0.75 (amber) | beside the name | The employee joined part-way through the leave year; the factor is the share of the year served |
| blue number in Per year | the Per year column | An individual arrangement is typed on this row. Grey text means the figure is inherited from the rank or the type default |
| +3 (green) | Adjusted column | Days credited outside the ordinary entitlement |
| amber number | Pending column | Days requested and not yet decided; not deducted |
| red number | Remaining column | A negative balance |
| individual arrangement (blue) / inheriting (grey) | Entitlement dialog | Whether an annual or sick figure is typed for this person |
| closed — read only (amber) | Entitlement dialog | The leave year is closed |
| accrues (blue) | Balances table | This is the one leave type that accrues |
Filter chips at the top of the register (Individual arrangement, Inherited, Has adjustments, Near forfeit, Over ceiling, Not accrued) use exactly the same rules and count over every loaded row.
Leave Calendar: coverage
| Chip or glyph | Colour | Condition |
|---|---|---|
| ✓ covered | green | Every day in the window keeps available staff above the floor |
| ● touches its floor / ● at floor | amber | On at least one day, available staff equals the floor |
| ▲ dips to 3 of 5 / ▲ below 5 | red | On at least one day, available staff is below the floor. The first number is the thinnest day |
| no floor set | grey | The department has no staffing floor, so nothing can be checked |
| headcount unknown | grey | The staff roster did not load |
| hatched bar with a dashed border | — | An undecided request (drawn only when Include undecided is on; never counted against cover) |
| bar with a squared-off end | — | The leave runs in from before the window or out beyond it |
| flag icon beside a name | — | This person holds the unit's critical role |
In the "If you approve this" panel of the request drawer: green means the unit stays comfortably covered, amber means it lands exactly on its floor, red means it drops below. The figure already includes the request being viewed.
Leave Dashboard
Tiles carry a coloured rail. Chips in tables follow the severity the server computed:
| Chip | Colour | Where | Condition |
|---|---|---|---|
| N d (age) | red | approval queue | Age at the current stage is more than twice the SLA, or the request is retro-dated, or the leave starts within 7 days |
| N d (age) | amber | approval queue | Age is more than the SLA |
| N d (age) | green | approval queue | Within the SLA |
| retro | amber | beside the reference | Filed after the leave had already begun |
| soon | red | Starts column | Starts within 7 days |
| not assigned | red | Cover column | Approved leave with nobody assigned to cover the desk |
| at risk | amber | compliance | A forward-looking rule (minimum days, taken in year) is currently failing |
| gaps | amber | compliance | A control rule (certificate, approval before start, payroll) has failing records |
| clear | green | compliance and "weeks that will not clear" | Nothing fails |
| red outline on a heat-grid cell | red | eight-week grid | That unit is below its staffing floor that week |
| ≥ 8 per head | red | liability by department | Eight or more accrued untaken days per head; 6 to 7.9 is amber |
Leave Setup
| Pill | Colour | Meaning |
|---|---|---|
| Open / Closed | green / grey | Whether the leave year is still being accrued. Closed years are read-only |
| Active / Retired | green / grey | Whether a staffing floor is still checked. Retired rules are kept for the record |
| Active / Off | green / grey | Whether a statutory rule is still checked |
| accrues, carries over | grey | Leave type behaviour flags |
| liability | amber | Unused days of this type sit on the balance sheet |
| unpaid | red | This type is deducted from pay and pauses accrual while taken |
| cert > 3d | grey | A spell longer than this many days needs a certificate |
Employee portal
| Chip | Colour | Condition |
|---|---|---|
| N left | green | Balance of 2 days or more |
| N left | amber | Balance below 2 days |
| N left | red | Balance of zero or below |
| Approved / Rejected / Awaiting decision | green / red / amber | The decision axis, as above |
| Withdrawn / Expired / Cancelled | grey | A voided request; edit and withdraw disappear |
| Scheduled (blue), In progress (green), Ended (grey) | — | The lifecycle line under an Approved chip |
| with Supervisor — Ama Mensah | — | The "waiting on" line under an Awaiting decision chip |