Leave Management

The Leave Request module is the central leave management page where HR can efficiently manage and process all employee leave requests. This comprehensive system provides tools for reviewing applications, configuring leave policies, setting company holidays, and maintaining accurate leave records across the organization.

Approval

HR reviews and processes employee leave requests from this section. Each pending request displays the employee name, leave type, requested dates, and duration.

To process a request:

• Click Approve to confirm the leave, or Reject to decline it
• Add an optional note or reason when declining a request
• The approval result is automatically sent to the employee via internal notification

All processed requests are logged with timestamps, ensuring a complete audit trail for compliance and record-keeping.

Export

Export employee leave requests to external files for reporting, analysis, or record-keeping purposes. This feature allows HR to generate comprehensive leave data that can be used for compliance documentation, payroll processing, or workforce planning.

Calendar

HR can click Calendar to set holidays for the company. The calendar interface provides two ways to manage holidays:

• Click on a specific date in the calendar to set a holiday for that single day
• Click Add Holiday to set holidays in intervals or ranges for recurring events or extended holiday periods

This ensures all employees have visibility into company-wide holidays and non-working days.

Manage Leave Types

HR clicks Manage Leave Types to configure and customize different leave categories. For each leave type, you can:

• Select the corresponding leave type (e.g., Sick Leave, Vacation, Personal Leave)
• Set the maximum number of days allowed for that leave type per year or period
• Configure whether the leave type is paid or unpaid
• Define eligibility rules and accrual policies

This flexible system allows organizations to align their leave policies with company guidelines and local labor regulations.

Manage Leave Types

HR clicks Manage Leave Types to configure and customize the leave categories available to employees. For each leave type, you can set the following:

• Leave type name — Select or create the category (e.g., Annual Leave, Sick Leave, Personal Leave, Parental Leave)
• Maximum days allowed — Set the number of days permitted per year or accrual period
• Paid or unpaid — Configure whether the leave type is paid or unpaid
• Eligibility rules — Define who qualifies (e.g., by employment type, tenure, or department)
• Accrual rules — Configure how leave balances accumulate over time (see Leave Accruals below)

tip

Review your leave types periodically to ensure they align with current company policies and local labor regulations. Any changes to leave type configuration will apply going forward and will not retroactively affect already-approved requests.

Leave Accruals

Leave accruals allow HR to define how employee leave balances build up over time rather than being granted as a lump sum at the start of each year.

Configuring Accrual Rules

Within each leave type, you can set accrual rules that control how leave is earned:

• Accrual frequency — Choose how often leave is accrued (e.g., weekly, fortnightly, monthly, or annually)
• Accrual amount — Set the number of hours or days earned per accrual period
• Accrual cap — Define a maximum balance to prevent unlimited accumulation
• Carry-over policy — Configure whether unused leave rolls over to the next period and set any carry-over limits
• Waiting period — Set a probation or waiting period before accrual begins for new employees

Leave Accruals Report

HR can generate and review a dedicated Leave Accruals Report to track how balances are accumulating across the organization.

The report includes:

• Employee name and department
• Leave type and current accrued balance
• Accrual rate and next accrual date
• Used, pending, and remaining leave days

To export the report, click Export CSV to download the data in CSV format for use in spreadsheets, payroll systems, or compliance audits.

Xero Leave Mapping

Integration Feature

This section applies if your organization uses the Xero integration. For full Xero setup instructions, see the Xero Integration page.

When Xero is connected, the Leave Mapping Tab allows HR to link ShiftCareHR leave types to their corresponding Xero leave categories. This ensures that leave balances and requests sync correctly between both systems.

To map leave types:

• Navigate to the Xero Integration settings and select the Leave Mapping tab
• For each ShiftCareHR leave type, select the matching Xero leave category from the dropdown
• Save the mapping to activate the sync

Once mapped, approved leave requests in ShiftCareHR will automatically reflect in Xero for payroll processing, and accrual balances will stay in sync across both platforms.