Leave ManagementCore module

Hourly leave, carry-forward balances, and accrual rules - without a separate tool

CrmLeaf's leave management gives every employee a personal leave dashboard with per-type quotas, balances and application history. Managers approve or reject with clash detection and calendar visibility. Configure hourly leave, carry-forward caps, expiry periods, consume order and monthly accrual from a single settings screen, per company or per workspace.

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duration modes: full, half, hourly, multi-day
4
duration modes: full, half, hourly, multi-day
carry-forward and accrual controls
4
carry-forward and accrual controls
scoping models: shared or per-workspace
2
scoping models: shared or per-workspace
step leave lifecycle from apply to accrue
5
step leave lifecycle from apply to accrue

How it works

The leave lifecycle in five steps

Every application is checked, approved and deducted in the same place the balance lives.

  1. Step 01

    Apply

    Pick a leave type, choose full-day, half-day, hourly or multiple days, and add optional attachments

  2. Step 02

    Clash check

    The leave calendar is checked for overlaps and flags potential coverage gaps

  3. Step 03

    Approve

    The manager reviews the application with calendar context and approves or rejects it

  4. Step 04

    Deduct

    Approved leave deducts from the quota - full, half, or fractional for hourly leave

  5. Step 05

    Accrue & carry

    At period end, unused balances carry forward within caps and new quotas accrue monthly

What's inside

Five leave management capabilities

01

Leave Applications

Full-day, half-day, hourly or multi-day applications with status tracking, attachments and manager approval.

See how it works
02

Hourly Leave

Apply by the hour for a specific time window. Deduction is proportional to shift length - no full-day penalty.

See how it works
03

Carry-Forward & Accrual

Roll unused leave into the next year with caps, expiry, consume order and monthly accrual schedules.

See how it works
04

Calendar & Clash Detection

Visual leave calendar with overlap checks on every application, plus clock-out leave reminders.

See how it works
05

Organization Settings

Shared or per-workspace leave types, per-employee quotas and manager pre-approval permissions.

See how it works

In detail

How each capability works

01 / 05

Leave Applications

Every leave request starts as an application with a leave type, duration mode, dates and an optional reason. Employees choose from full-day, half-day, hourly or multiple-day duration when applying. Each application moves through a clear lifecycle: pending to approved, or pending to rejected.

Managers see all pending applications for their team with full context - the employee's remaining balance for that leave type, any calendar clashes, and any attachments (medical certificates, travel documents) uploaded with the request. Employees track their own applications, balances and leave history from a personal view, and can export records for their own use or for external compliance.

Built in

  • Four duration modes: full-day, half-day, hourly, and multiple-day spans
  • Leave type selection with real-time balance display
  • File attachments for supporting documents on each application
  • Personal leave dashboard with history and export
  • Manager queue with balance context and clash flags
  • Full / half / hourly / multi-day
  • Pending, Approved or Rejected
  • Attachments
  • Personal view & export
02 / 05

Hourly Leave

Not every absence needs a full day off. CrmLeaf's hourly leave lets employees apply for a specific time window - a two-hour morning appointment, a late start, or an early departure - without burning a whole day of quota.

The system calculates the deduction as a fraction proportional to the employee's shift length. If a standard shift is eight hours and an employee takes two hours of leave, the deduction is 0.25 of a day - not a full day, not a half day. Hourly leave is a per-company toggle: enable it in your leave settings when your workforce needs sub-day flexibility, and leave it off if your policy only recognizes full and half-day increments.

Built in

  • Enable or disable hourly leave per company
  • Employee selects start and end time within the workday
  • The system calculates fractional deduction based on shift length
  • Works alongside full-day and half-day leave on the same leave type
  • Reflected accurately in balance reports and the calendar
  • Per-company toggle
  • Specific time window
  • Fractional deduction
  • Proportional to shift length
03 / 05

Carry-Forward & Accrual

Leave policies rarely end cleanly at the year boundary. CrmLeaf's carry-forward system lets unused leave roll into the next period with four controls. A maximum cap sets the most days an employee can carry forward per leave type, so balances don't accumulate indefinitely. An expiry period makes carried-forward days lapse after a defined window, enforcing use-it-or-lose-it without manual cleanup.

Consume order lets you choose whether the system deducts from the current-year balance first or the carried-forward balance first, matching your HR policy on which days should be used before they lapse. Monthly accrual grants leave incrementally each month instead of the full annual quota on day one, so new hires and mid-year joiners get a proportional balance.

Built in

  • Per-leave-type carry-forward cap
  • Configurable expiry window for carried balances
  • Consume order: current-year-first or carried-first
  • Monthly accrual with proportional allocation for mid-year joiners
  • All settings defined per leave type, not globally
  • Max carry-forward cap
  • Expiry period
  • Current-first or carried-first
  • Monthly accrual
04 / 05

Calendar & Clash Detection

The leave calendar shows approved and pending leave across the team in a single view, making it easy to spot coverage gaps before they happen. When an employee submits a new application, CrmLeaf runs a clash check and flags any overlaps with already-approved leave on the same dates. Managers see these flags inline on the approval screen, so they can decide whether to approve, defer or reject a request that would leave the team short-staffed.

CrmLeaf also includes a clock-out leave reminder: when an employee clocks out for the day while they have active leave, the system surfaces an alert. This catches situations where attendance and leave records might conflict, keeping time data clean without manual reconciliation.

Built in

  • Visual leave calendar for the entire team
  • Automatic clash detection on every new application
  • Overlap flags shown on the manager approval screen
  • Clock-out leave reminder prevents attendance conflicts
  • Filter the calendar by department, leave type or date range
  • Team leave calendar
  • Clash check on apply
  • Clock-out leave reminder
  • Overlap flags for managers
05 / 05

Organization Settings

CrmLeaf gives you two scoping models for leave configuration. In shared catalog mode, all leave types, quotas and policies apply uniformly across every workspace in the company - ideal for single-office businesses or organizations with one HR policy. In per-workspace mode, each workspace (department, branch or subsidiary) defines its own leave types, quotas, carry-forward rules and accrual schedules independently, all under the same CrmLeaf account.

Per-employee quotas let you override the default for individual employees when contracts differ from the standard policy. And manager pre-approval permission controls which roles can approve leave - useful for organizations where only certain managers or HR staff should have sign-off authority.

Built in

  • Company-wide shared leave catalog or per-workspace types
  • Leave types with configurable quotas and balance tracking
  • Per-employee quota overrides for non-standard contracts
  • Manager pre-approval permission control per role
  • All leave settings accessible from a single admin screen
  • Shared or per-workspace
  • Per-employee quota overrides
  • Manager pre-approval permission
  • Leave type catalog

Connected across CrmLeaf

Leave data that flows into attendance, payroll and project planning

Leave management doesn't exist in isolation. Approved leave feeds the attendance register, informs payroll calculations for partial-month salaries, and gives project managers visibility into team availability - all without manual data entry or export-import cycles.

See HR & Payroll
  • AttendanceApproved leave syncs with attendance registers and clock-out alerts
  • PayrollLeave balances and deductions feed salary processing and payslips
  • ProjectsTeam availability considers approved leave for resource planning
  • PerformanceLeave patterns visible alongside productivity and review cycles

FAQ

Common questions about leave management in CrmLeaf

  • Hourly leave lets employees apply for a specific time window within a workday instead of taking a full or half day. The system deducts a fraction of the daily leave quota proportional to the employee's shift length. This is a per-company toggle - enable it in leave settings when your teams need sub-day flexibility.

Related

Explore further

AttendanceCheck-ins, shifts and time recordsAdministrationRoles, departments and company settingsHRMSPeople, payroll and HR in one placeAsset ManagementTrack company assets and assignments

Set up your leave policies in minutes

Create your leave types, configure carry-forward and accrual rules, and let your team start applying - all inside your free trial.

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