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Managing Leave Requests Pro / Solo

The Leave tab shows all leave requests submitted by your employees — from the kiosk, the staff portal, or added manually. You approve or reject each request, and the system keeps the leave balance up to date automatically.

🌿 Screenshot: Leave tab — pending leave requests table with approve/reject buttons

Approving and rejecting requests

1

Open the Leave tab. Pending requests appear at the top with a yellow "Pending" badge.

2

Review the request: employee, leave type (SL/VL/EL), date range, and reason.

3

Click Approve or Reject.

  • Approve — status becomes "approved". The days used on the employee's balance go up by the number of days requested (EL: from SL first, then VL). Approved leave days count as paid days in payroll.
  • Reject — status becomes "rejected". The balance is unchanged. The employee sees the rejection in their staff portal.

Setting leave balances

Leave balances are set per employee per year. You set the total allowed days for each leave type at the start of the year (or when a new employee is added).

1

In the Leave tab, click Add Leave Balance (or Edit Leave Balance on an existing one).

2

Pick the employee, the year, and the total days for each leave type. Typical values: 5 SL, 5 VL (adjust to your policy). Emergency leave has no balance of its own — an approved EL day is taken from SL first, then VL.

3

Save. The kiosk and staff portal will now show this balance when the employee requests leave.

How approved leave affects payroll

When payroll is generated for a period, the system checks for approved leave requests that overlap with that period. For each approved leave day, the employee is credited as if they worked a full day:

Daily-rate: paid_days includes approved_leave_days
Hourly-rate: approved_leave_days × 8 hours are added to hours_worked

An employee on approved leave therefore earns their full daily rate for those days, the same as if they had come in.

⚠️
If a leave request is approved but the employee had zero balance, the pay is still included in payroll — it's your responsibility as the employer to decide whether the excess leave is paid or unpaid. Sweldo does not auto-deduct unpaid leave; adjust the payslip manually if needed.
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