How to Apply for Leave in CrmLeaf
All editions. Core feature - no add-on required. Applying for leave by the hour requires hourly leave to be enabled for your company in leave settings.
Availability: All editions. Core feature - no add-on required. Applying for leave by the hour requires hourly leave to be enabled for your company in leave settings.
Overview
A leave application records your request for time off against a leave type, so your manager can approve or reject it and your balance is adjusted. CrmLeaf supports a full day, a half day, leave by the hour, and multiple days, and lets you attach a supporting file. Applications carry a status of pending, approved or rejected.
How It Works
You choose the leave type and duration, CrmLeaf checks the request against the calendar and your existing leave, then your manager decides.
Apply → Clash and calendar check → Manager approves or rejects → Balance decremented
- Each leave type carries a per-employee quota, and your available balance is measured against it.
- Duration can be a full day, a half day, hourly where your company has enabled it, or multiple days.
- CrmLeaf performs a clash and calendar check, so a request that overlaps existing leave is not accepted.
- Your application status is pending until your manager approves or rejects it. A rejection carries a reason.
- An approved leave decrements your balance for that leave type.
- A manager who holds the pre-approval permission can pre-approve leave.
- You can review your own leave in a personal view and see the team position on the leave calendar.
Who Can Use This Feature?
User
- Apply for leave against a leave type.
- Choose full day, half day, hourly or multiple days.
- Attach a supporting file.
- Track the status of your applications and view your balances.
Access depends on the modules and role assigned by your Administrator. Approving leave is covered in How to Approve or Reject Leave.
Prerequisites
- Leave types are configured for your company.
- You have a quota and an available balance on the leave type you want to use.
- Company holidays and weekly offs are configured, so non-working days are recognised.
- Your reporting manager is set, or a role holds the leave approval permission.
For Users
Step 1: Check your balances and the leave calendar
Open your personal leave view to see your balance for each leave type, and open the leave calendar to see who else is already away on the dates you want.
Step 2: Start the application
Select Add to start a new leave application.
Step 3: Choose the leave type and duration
Select the leave type, then the duration: a full day, a half day, hourly where your company has enabled it, or multiple days. For multiple days, set the date range. For an hourly application, set the specific window, for example 2:00 pm to 4:00 pm.
Step 4: Give the reason and attach any supporting file
Enter the reason for the leave. Where your organisation asks for evidence, use Upload to attach the supporting file to the application.
Step 5: Submit the application
Select Submit. CrmLeaf checks the request against the calendar and your existing leave. If the request overlaps leave you already have, correct the dates and submit again.
Step 6: Track the outcome
Your application is pending until it is decided. Return to your personal leave view to see whether it has been approved or rejected, and read the reason recorded against a rejection. Once approved, your balance for that leave type is reduced.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Leave type | The type the leave is taken against; carries your quota and balance. | Yes |
| Duration | Full day, half day, hourly, or multiple days. | Yes |
| Date or date range | The single date, or the start and end dates for multiple days. | Yes |
| Time window | The start and end time, for an hourly application. | For hourly leave |
| Reason | Why the leave is being requested. | Yes |
| Attachment | A supporting file uploaded with the application. | No |
| Status | pending, approved or rejected. | Set by the system |
Expected Result
The leave application is submitted with a status of pending and appears in your personal leave view and on the leave calendar. When it is approved, your balance for that leave type is decremented.
Service Organisation Context
An absence in a service organisation is rarely only an HR matter: it is a day of a consultant's capacity that an engagement cannot use. Applying early, rather than agreeing time off informally, is what lets a delivery lead re-plan while there is still room to move work. It also keeps the data honest, because where the Resource Utilization add-on module is enabled, its Availability and Capacity lenses read approved leave alongside shifts and holidays. Leave that is never recorded shows up as capacity the firm does not have. The leave calendar is the practical check before requesting dates that clash with a colleague covering the same client.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Apply before the dates where you can. A pending application is not approved leave.
- Hourly leave is a per-company setting. If the hourly option is not offered, your Administrator has not enabled it.
- Hourly leave does not consume a whole day of balance; it deducts a fraction of a day proportional to your shift length. See How to Apply for Leave by the Hour.
- The leave types and quotas available to you are configured by your Administrator. CrmLeaf does not impose a fixed set of leave types.
Common Scenarios
Example: a week off. Select the multiple day duration and set the start and end dates. Check the leave calendar first so you can see whether a colleague covering your work is already away in the same week.
Example: an afternoon at a medical appointment. If hourly leave is enabled, apply for the specific window rather than a half day, so only the proportional fraction of a day is deducted from your balance.
Example: a request that clashes. You already have approved leave on one of the dates in a new range. The clash check prevents the overlap, so shorten the range and submit again.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| The leave type you need is not listed. | The leave type is not configured, or you have no quota on it. | Ask your Administrator to configure the leave type and your quota. |
| The application is refused because of an overlap. | The dates clash with leave you already have. | Check your personal leave view, then adjust the dates. |
| The hourly option is not available. | Hourly leave is not enabled for your company. | Ask your Administrator to enable it in leave settings. |
| Your balance is lower than expected. | Approved leave has already decremented it, including fractional hourly deductions. | Review your approved leave for the period in your personal leave view. |
| The application stays pending. | No approver has acted, or no reporting manager is set. | Contact your manager, and ask your Administrator to confirm the approval setup. |
Frequently Asked Questions
What statuses can a leave application have?
pending, approved or rejected.
Can I attach a document to my application?
Yes. Attachments are supported on leave applications.
When is my balance reduced?
The balance is decremented when the leave is approved.
Can I see who else is on leave?
Yes. The leave calendar shows leave across the period, subject to what your role can see.
Can I apply for part of a day?
Yes. A half day is always available, and leave by the hour is available where your Administrator has enabled hourly leave.
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