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Attendance and leave

Leave Applications module

Every leave application with the days the rules count, its approval steps from the manager to HR, and what happens on approval or when approved leave is cancelled.

HRMS CoreWeb and appUpdated 6 Oct 2026 · 4 min read · v2026.10

Key screens

  1. See every application

    In the sidebar, under Leave, click Leave Applications. Use Pending, Approved, Rejected, Cancelled and All. Each row shows the employee, the leave type, the dates, the days (with first half or second half for a half day), the status and when it was applied. Click a row or Open to see it. In the app, staff tap Apply on the Leave tab, see each application's status and can cancel one that is still pending.

    All leave applications with their statusFull size
    Admin panel · Step 1
    The Leave tab of the employee app with balances and applications
    On the employee app

    The Leave tab of the employee app with balances and applications

  2. Decide an application

    The application shows the type, the dates, the days, the reason and Dates counted as leave: the exact days the balance will lose. Approval steps lists who decides, in order, with each decision and comment; the step waiting now is outlined. Add a comment if you like, then click Approve or Reject. Cancel application withdraws a pending application and closes its approval; nothing is taken from the balance.

    An application waiting for HR after the manager approved itFull size
    Step 2

    Tip After the manager approves, the application stays Pending until the last step approves it.

  3. Cancel leave that was already approved

    Open an approved application and click Cancel approved leave. Give a reason: it is kept with the leave. The days go back to the person's balance. If the leave falls in an attendance month that is already finalized, reopen the month on Attendance Punches first. In this example the holiday on Tuesday counts as leave, because the leave surrounds it on both sides.

    An approved leave with Cancel approved leaveFull size
    Step 3

  4. Apply on someone's behalf

    Click New application, pick the Employee and the Leave type, and set From and To (tick Half day for half a day and choose the half). ZeniaHR checks the rules as you type: it says how many days will be deducted and lists them, marks a weekly off or holiday counted by the sandwich rule, and shows the balance after this leave. Add a Reason and click Submit application. An application HR raises needs only the HR step.

    A new application across a weekend, with the days countedFull size
    Step 4

What it does

Leave Applications holds the leave requests of your HRMS Core staff and decides them step by step. Each application is checked against the rules of its leave type: which days count as leave, the notice needed, half days and the balance. An application an employee raises goes to their reporting manager first, then HR. On the final approval ZeniaHR takes the days from the balance, marks any part beyond the balance as leave without pay, marks the days on attendance and flags the month's payroll to be updated.

Who uses it

  • HR and the Company Head decide applications and apply on someone's behalf. The Company Head can decide any step.
  • Managers decide their team's applications first, on the web under My Team or in the app.
  • Staff apply in the app under Leave, or on the web in My Self-Service.

How it connects

The leave types and their rules are set in Settings, Policies, under Leave rules. When the Leave Ledger is on, applications are checked against its balances and approved leave is charged to it. Weekly offs come from Shifts & Roster and holidays from Holiday Calendars, so the days counted follow each person's own week. Approved and pending leave shows on the Leave Calendar, and approved leave shows on Attendance Punches and in Payroll.

Questions

Why does a weekend or holiday count as leave?

The leave type has a sandwich rule: a weekly off or holiday between two leave days counts as leave. Change it for each leave type under Leave rules in Settings, Policies.

Can HR apply with less notice than the rules ask for?

Yes. For HR, the notice and back-dating rules only warn; for staff applying themselves they block the application. Rules such as the balance limit apply to everyone.

What happens when the balance runs out?

With the Leave Ledger on, an application that needs more days than the balance, plus any advance the leave type allows, cannot be submitted: apply for the extra days as Leave Without Pay. If the balance has fallen by the time an application is approved, the days it no longer covers are marked as leave without pay, and payroll deducts them.

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