HRStop

How-to

Manage employee leave applications

Last updated May 26, 2025 · Tushar Agarwal

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As an admin or HR personnel, managing leave applications efficiently is crucial to maintaining transparency and operational flow. HRStop makes it easy to review, approve, reject, or delete employee leave requests—all from one centralized interface.

This article guides you through the steps of managing employee leave requests within the system.

How to access and view leave requests

Step 1: Navigate to leave management

  • Go to Control Panel → Leaves → Employees.

Step 2: Switch between calendar and list view

  • You see a calendar view showing leave applications by date.
  • Click List View to see all leave applications in a tabular format.

Using filters and viewing leave details

  • Apply relevant filters such as:
    • Employee Name
    • Leave Type
    • Status (Pending, Approved, Rejected)
    • Date Range
  • The table shows:
    • Employee Details
    • Leave Type
    • Applied Dates
    • Number of Days
    • Reason for Leave
    • Status

This helps you quickly identify leave requests that require your action.

Approve, reject, or delete leave requests

Approve a leave request

  1. Click the "Approve" icon under the Actions column.
  2. Optionally enter a reason for approval.
  3. Click Confirm to approve the leave.

Reject a leave request

  1. Click the "Reject" icon.
  2. Enter the rejection reason (required).
  3. Confirm the action.

Always provide a clear rejection reason to maintain transparency.

Delete a leave request

  1. Click the "Delete" icon.
  2. The system prompts for confirmation.
  3. Confirm deletion to remove the leave request permanently.

Use the delete option only if the leave was applied in error or needs complete removal.

Customizing column visibility

You can control what columns are visible in the leave application list.

How to modify column view

  • Use the Column Visibility settings.
  • Toggle visibility for fields like:
    • Employee Code
    • Leave Type
    • Status
    • Reason
    • Number of Days
  • Customize the display as per your operational needs.

Frequently asked questions

Can I approve or reject leaves in bulk?

Yes. HRStop allows bulk approval, rejection, or deletion of leave requests.

Steps:

  1. Go to Control Panel → Leaves → Employees.
  2. Select multiple requests using the checkboxes.
  3. Click Actions and choose Approve, Reject, or Delete.

=> This is a quick and efficient way to manage multiple requests at once.

Can I enter a reason when rejecting a leave?

Yes.
When rejecting a leave request, the system prompts you to enter a rejection reason. This is a free-text field, so you can enter any explanation or note specific to the case.

Providing clear reasons helps maintain transparency and improves employee understanding.

What happens if I delete a leave request?

The leave is permanently removed from the system. It:

  • Will not appear in leave reports.
  • Will not affect leave balances.
  • Is irreversible once deleted.

Use deletion carefully—prefer rejection if you want to deny the leave but retain a record.

Can I control who can approve leave requests?

Yes.
You can control leave approval rights through approval roles defined in each leave category.

  • Choose Single-Level or Two-Level Approval.
  • Assign roles like Manager or Admin/HR for each level.
  • Only the assigned roles can approve or reject leaves.

Make sure your leave approval matrix aligns with your internal HR policy.