Leave Management
- Access to Workwisely HRIS with the role of Employee, Manager, or Admin
- Leave policies and workflows configured by the Admin
- Understanding of your organization's leave types and eligibility
- Apply, view, edit, or cancel leave requests with confidence
- Understand approval workflows and validation rules
- Manage balances, policies, and leave data across the team
Complete Walkthrough
Employee Self Service → Time Off → Leaves → Leave Request
My Team → Time Off → Leaves → Leave Request
It allows employees, managers, and admins to efficiently handle leave requests, approvals, and balances.
Employee Self-Service (ESS): Employees can apply for leave, view their leave balance, track leave history, and withdraw requests (if permitted).
Manager Access: Managers can review, approve, or reject leave requests from their team members. They can also check team members' leave balance and leave history.
Admin Access: Admins can configure leave policies, define leave types (e.g., annual leave, sick leave, maternity leave), and manage leave balances. They also have the ability to override approvals and adjust leave records when required.
Leave Eligibility & Validation: The system ensures that employees can only apply for leave based on their available balance and eligibility. If an employee exceeds their entitlement, a validation message is displayed.
Approval Workflow: Leave requests follow a predefined approval hierarchy based on the organization’s workflow configuration.
Leave Reports & Insights: Admins and managers can generate leave reports.
To apply for a leave request, click the +Apply Leave button on the right-hand side. A pop-up window will open, where employees must fill in all the mandatory fields and submit the request.
When selecting the Leave Type, employees can view their eligibility for the chosen leave type on the right-hand side.
After completing all required fields, click Submit to trigger the approval process, which will be sent to the designated approver based on the configured workflow.
To view leave data: Select the record, and a pop-up window will open displaying the applied leave request.
To edit a leave request: Click the Three Dots in the Actions column and select Edit.
To cancel a leave request: Click the Three Dots in the Actions column and select Cancel.
To download the leave register report click the Three Dots in the right hand side above the Actions button and click the Export.
You can cancel both applied and approved leave records only if the payslip has not been generated for that month.
If you cancel an applied leave request, the status will change to "Cancelled" immediately.
If you cancel an approved leave request, the status will change to "Cancel Applied", and an approval request will be sent to the approver. Once approved, the status will change to "Cancelled" and the deducted balance will get credited to that particular leave type.
Fig: Add Leave Request
Fig: Edit & Cancel Leave Request
Fields Description
Effective Time Management for Payroll Processing
Leave data has a direct impact on financial data: at every pay cycle, the opening and closing balances of leave are sent to the financial system for payroll processing. To protect this data, Workwisely automatically restricts when leave can be applied around each pay run. The sections below explain how this works and the practices that keep leave and payroll perfectly in sync.
- Opening and closing balances of paid and unpaid leave are transmitted to the financial system in each pay run and must reconcile exactly with what payroll pays out.
- Shift allowances for rostered employees and unpaid-leave deductions on the payslip are calculated from the finalized leave data of the period.
- Any leave transaction recorded after the pay run creates a mismatch between HRIS balances and the amounts already processed in payroll.
- Workwisely does not allow an employee to apply for leave once payroll has been completed for them — the restriction stays in place until the payroll cutoff period ends and the next period opens.
- This safeguard exists because a post-pay-run application would change the opening and closing balances of paid and unpaid leave that were already sent to the financial system.
- For rostered employees, it prevents shift allowances that have already been paid from needing retrospective re-adjustment.
- It also avoids late unpaid-leave entries that would otherwise require clawback adjustments on the payslip in the next cycle.
- Employees should therefore plan and submit leave requests before payroll is completed for them.
- Workwisely does not allow leave to be applied retrospectively for a closed payroll period — such entries would create a non-standard process where leave closure cannot be completed on time, delaying validation of future applications.
- Apply for leave before or during the absence wherever possible, so requests are captured within the open payroll period.
- Any leave adjustment for a closed period is handled by HR through the Leave Override exception process with documented approval, keeping every balance change auditable.
- Complete leave closure on schedule every cycle so the next period always opens with clean, reconciled balances.
- Remind employees 2–3 working days before the pay run that leave requests must be in before payroll is completed for them.
- Managers clear all pending leave approvals before payroll completion so no request is caught by the post-payroll block.
- Run the leave closure and snapshot the opening and closing balances that are sent to the financial system.
- After payroll completion, Workwisely automatically blocks new leave applications until the payroll cutoff period ends — any adjustment for the closed period goes through the Leave Override exception process.