Overview
The Leave Management module provides a comprehensive solution for tracking employee time-off, managing approvals, and maintaining accurate attendance records.
Key Concepts
Leave Categories
Leave categories define the different types of leave available in your organization. Each category has specific rules about how leave is calculated and whether it's paid or unpaid.
| Property | Description |
|---|---|
| Name | The name of the leave type (e.g., Casual Leave, Medical Leave) |
| Leave Type |
Given Upfront (Pro-rata): Full entitlement is credited at the start of the fiscal year, pro-rated for mid-year joiners Monthly Accrual: Leave is earned progressively each month (1/12th of annual entitlement per month) |
| Paid/Unpaid | Whether the employee receives salary during the leave period |
| Applicable Roles | Which roles (Coach, Staff, etc.) can use this leave type |
Leave Packages
A leave package bundles multiple leave categories together with specific allocations. Packages are assigned to roles, making it easy to manage entitlements across your organization.
Create different packages for different employment types. For example, "Full-Time Coach Package" might include 20 days casual leave, while "Part-Time Staff Package" might include 10 days.
Fiscal Year
ShootApp uses a fiscal year system (April to March) for leave calculations. This affects:
- Pro-rata calculations for employees joining mid-year
- Leave balance resets at the start of each fiscal year
- Accrual tracking for earned leave types
Leave Balance
Each employee's leave balance tracks:
- Total Allocated: Annual entitlement from the package
- Pro-rata Entitlement: Adjusted for join date (if applicable)
- Earned to Date: For monthly accrual types, days earned so far
- Used: Days already taken
- Pending: Days in pending leave requests
- Available: Days remaining for use
User Roles
System Administrator (SYSADMIN)
Full access to all leave management features:
- Create and manage leave categories
- Create and assign leave packages
- Approve/reject/modify leave requests
- Create leave on behalf of employees
- View all employee leave balances
- Generate reports
- Manage shifts and holidays
Coaches & Staff
Can manage their own leave:
- View their leave dashboard and balance
- Apply for leave
- View their leave history
- Track pending requests
Leave Request Workflow
Employee Submits Request
Employee selects leave type, dates, and provides a reason. System validates against available balance.
Request is Pending
The requested days are marked as "pending" and deducted from available balance to prevent over-booking.
Admin Reviews
System administrator reviews the request and can approve, reject, or modify it.
Final Status
Approved: Pending days move to "used"
Rejected/Cancelled: Pending days are restored to available balance
Key Features
Pro-rata Calculation
Automatic calculation for mid-year joiners based on remaining months in the fiscal year.
Monthly Accrual
Earned leave credited automatically each month, tracked with next accrual date.
Split Shifts
Support for employees with multiple work periods in a single day.
Holiday Integration
Automatic holiday fetching for different states and custom holiday management.
Dashboard Views
Main Attendance Dashboard
The central hub for all attendance-related information:
- Quick overview of leave balances
- Pending approvals count (for admins)
- Recent leave requests
- Quick links to all features
Leave Dashboard
Detailed view of leave balances and requests:
- All leave category balances with visual progress bars
- Detailed breakdown of each category (allocated, used, available)
- Pro-rata and accrual information
- Apply leave button