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Leave requests

How to request leave in Factura HRMS, read your balance, follow a request through approval, and set up absence types for your company.

For Employee, Manager or approver, HR admin · Last reviewed

Overview

The Leave Request module in Factura HRMS allows employees to request time off and managers to review and approve those requests through a structured workflow. The system tracks leave balances, supports half-day leaves, detects scheduling conflicts, and integrates with the workflow approval system.

This guide covers:

Section What You'll Learn
1. Dashboard - Leave at a Glance How to view your leave balance and calendar from the dashboard
2. Absence Types (Admin Setup) How administrators configure the types of leave available
3. Employee Absence Codes How to assign leave types to individual employees
4. Creating a Leave Request Full process from draft to submission
5. Initiator's View (After Submission) What the employee sees while the request is in progress
6. Approved & Rejected Requests What happens after the final decision
7. Quick Reference Status definitions, field reference, troubleshooting

Note: Leave requests use the same workflow approval system as Expense and Loan requests. For detailed information on configuring approvers, multi-level approval flow, and notification settings, see the Workflow Approval System Guide.

Articles in this guide

  1. How do I check my leave balance?When you log in, the Dashboard provides a quick overview of your leave status.
  2. How do I set up absence types?Before employees can request leave, an administrator must configure the Absence Types (leave categories)…
  3. How do I assign absence codes to an employee?Each employee must be assigned the leave types they are entitled to.
  4. How do I create a leave request?Click Transactions in the left sidebar.
  5. How do I follow my leave request after I submit it?Once you submit a leave request to workflow, you can track its progress.
  6. What happens after a leave decision?After all approval levels are completed, the request is marked as Approved .

Quick Reference

Leave Request Status Lifecycle

Status Meaning Tab
Draft Request created but not yet submitted for approval 1. Draft
Submitted for Approval Request is in the approval chain, awaiting an approver's action 2. In Progress
Approved All approval levels completed successfully 3. Approved
Rejected An approver rejected the request 4. Rejected
Cancelled The requestor withdrew the request while it was in progress 4. Rejected

Field Reference

Field Description
Employee The employee requesting leave
Absence Code The type of leave (must be assigned to the employee)
Start Date / End Date The date range for the leave period
Start Hour / End Hour Morning, Lunch time, or Evening -- for half-day leave support
Leave Days Auto-calculated number of leave days (excludes weekends/holidays)
Leave Balance Current available balance for the selected leave type
Substitute Employee Colleague covering during the absence
Remarks Additional notes or justification

Roles Summary

Role Key Actions
Administrator Configure Absence Types, assign employee Absence Codes, enable workflow in Settings
Employee (Initiator) Create leave request, add details, submit to workflow, cancel if needed
Approver Review pending leave requests, approve or reject with remarks
Final Notifier Receives notification when a leave request is fully approved (no action required)

Troubleshooting

Issue Solution
Absence Code dropdown is empty The employee has no absence codes assigned. An administrator must add them on the employee's Absence Codes tab.
Leave Days shows 0 Check that Start Date and End Date are correct and that the date range includes working days (not only weekends/holidays).
Leave Balance shows 0 or negative The employee has used all their entitlement for that leave type. Contact HR to verify the balance.
"Submit to Workflow" button not visible Ensure workflow is enabled for Leave Requests under Settings > Workflow Approvals.
Request stuck at a level The approver at that level has not yet taken action. Contact them directly or ask an administrator to check.
Not receiving notifications Check My Preferences > Workflow Notifications -- ensure notifications are enabled. See the Workflow Approval System Guide for details.
Overlapping leave warning The My Overlapping Leaves section shows a conflict. Review your existing leave and adjust dates if needed.
Cannot edit a submitted request Submitted requests are read-only. Cancel the current request and create a new one with updated details.

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