Leave Management Software

What It Does:

• Defines leave types (Casual, Earned, Sick, Comp Off, Maternity/Paternity)
• Uploads and tracks leave balance for all employees via Excel
• Auto-allocates leaves per month per employee (amount configurable as per company policy)
• Configures approval policies based on reporting hierarchy
• Manages holiday calendar visible to all employees
• Auto-carries forward unused leaves to next cycle (limit configurable per leave type)
• Routes leave requests to reporting heads for approval
• Downloads leave balance reports showing used vs available leaves

Eliminates manual leave tracking — replaces Excel sheets and email approvals with automated leave workflows.

How It Works:

• Admin goes to Settings → HR Management → Leave Management → Defining Leave Type
• Creates leave type with name (e.g., "Casual Leave", "Earned Leave", "Sick Leave")
• Defines if leave type is paid or unpaid
• Sets whether leave type allows carry forward or not
• Configures maximum carry forward limit (e.g., 12 leaves)
• Leave types become available in mobile app for employee selection

Common Leave Types:

• Casual Leave (CL) — short-term leaves for personal reasons, usually non-carry forward
• Earned Leave (EL) — earned through work tenure, carry forward enabled, auto-allocated monthly (amount as per policy)
• Sick Leave (SL) — medical leaves, may require medical certificate after threshold
• Comp Off — compensatory leave for working on holidays/weekends
• Maternity/Paternity Leave — statutory leaves with configurable duration per company policy
• Loss of Pay (LOP) — unpaid leave when all leave balance exhausted

Upload Leave Balance:

• Go to Settings → HR Management → Leave Management → Upload Leave Balance
• Download Excel template with columns: Employee Code, Leave Type, Opening Balance
• Fill employee leave balances (e.g., Ayush → Casual Leave: 10, Earned Leave: 15)
• Upload filled Excel file to system
• System validates employee codes and leave types before import
• Initial leave balance set for all employees in one bulk upload

Download Leave Balance:

• Go to Settings → HR Management → Leave Management → Download Leave Balance
• Download Excel report with columns: Employee Code, Employee Name, Leave Type, Opening Balance, Used Leaves, Available Balance
• Real-time leave balance showing current status for all employees
• Useful for payroll integration and monthly leave reports
• Filter by leave type or employee to check specific balances

How Approval Policy Works:

• Go to Settings → HR Management → Leave Management → Define Approval Policy
• System reads organization hierarchy from User Management → Assign Users section
• Example hierarchy: Promoter (Ayush) → Team Leader (Ravi) → Manager (Priya) → Head (Amit)
• Configure approval rule: "All leave requests go to immediate reporting head"
• When Ayush applies leave, request automatically routes to Ravi (his reporting head)
• Ravi sees leave request in portal → Approve Leaves section with all details

Advanced Approval Configurations:

• Single-level approval — leave requests go only to immediate reporting head
• Multi-level approval — requests requiring approval from both TL and Manager
• Leave type specific policies — Casual Leave: 1-level, Maternity Leave: 2-level approval
• Duration-based escalation — leaves >5 days require manager approval regardless of hierarchy
• Auto-approval rules — leaves <1 day auto-approved if balance available (optional)

Employee Leave Application (Mobile App):

• Employee opens 1Channel SFA mobile app
• Goes to Leave section → Apply Leave
• Sees current leave balance for all leave types (Casual: 8 available, Earned: 12 available)
• Selects leave type from dropdown (Casual Leave, Earned Leave, Sick Leave)
• Selects From Date and To Date using date picker
• System automatically calculates No. of Days
• Enters leave reason (e.g., "Family function", "Medical checkup")
• Submits leave application
• App shows "Leave request submitted to reporting head" confirmation

Manager Approval (Portal Dashboard):

• Manager logs into portal → People Management → Approve Leaves
• Sees all pending leave requests from team members with columns:
• — User Code, User Name, Leave Type, From Date, To Date, No. of Days, Reason, Actions
• Example: "Ayush Kumar | Casual Leave | 15-Jan-2025 to 17-Jan-2025 | 3 days | Family function"
• Manager reviews leave balance to ensure employee has sufficient leaves
• Clicks "Approve" or "Reject" button
• Employee gets real-time notification in mobile app about approval/rejection
• If approved, leave balance deducts automatically (Casual Leave: 8 → 5 available)

How It Works:

• Admin goes to Settings → HR Management → Leave Management → Holiday Calendar
• Downloads Excel template with columns: Holiday Date, Holiday Name, Region (optional)
• Fills company holidays (e.g., 26-Jan-2025 | Republic Day | All India)
• Uploads filled Excel file to system
• Holidays become visible to all employees in mobile app calendar
• When employee selects leave dates, app shows holidays falling in selected range

Region-Wise Holiday Calendars:

• National holidays — visible to all employees across all regions (Republic Day, Independence Day)
• Regional holidays — specific to state/city (e.g., Maharashtra Day only for Mumbai employees)
• Example: Employee in Mumbai sees both national holidays + Maharashtra-specific holidays
• Filter holidays by region when uploading Excel (Region column: Delhi, Mumbai, Bangalore, etc.)
• Employees automatically see holidays for their assigned region based on location mapping

How Carry Forward Works:

• Admin configures carry forward rule in Settings → HR Management → Leave Management → Manage Leave Policy
• Example policy: "Maximum 12 Earned Leaves can be carried forward" (limit fully configurable)
• At configured year-end date, system runs carry forward process automatically
• Example scenario: If employee Ayush has 15 earned leaves remaining on 31-Dec-2024
• System carries forward maximum allowed leaves per policy (e.g., 12 leaves if that's the configured limit)
• On 1-Jan-2025, Ayush's opening Earned Leave balance = 12 leaves (as per configured limit)
• Remaining leaves beyond limit (15 - 12 = 3 leaves) lapse or get encashed as per policy

Configurable Carry Forward Policies:

• Maximum carry forward limit — configure 12, 15, or any custom limit per leave type
• Leave type selection — Earned Leave: carry forward enabled, Casual Leave: no carry forward
• Expiry rules — carried forward leaves expire after 6 months or remain valid entire year
• Pro-rata carry forward — employees who joined mid-year get pro-rated carry forward based on tenure
• Encashment option — allow employees to encash excess leaves beyond carry forward limit (optional)