How-to
Leaves overview
HRStop provides a very flexible leave management system in which you can manage the following:
These leaves can range from Casual/ Medical/ Earned/ Maternity/ Paternity/ Compensatory Off to any custom category as per your company's requirements. If you are an admin with access to the Settings and Leaves modules, you can carry out the following tasks:
Leave Configuration: Set up the initial configuration for leaves.
Leave Crediting:
- Automated process
- Leave Credit Process
- Defer Crediting
- Post Crediting
Leave Balance Management
- Import Leave Balance
- Manual Adjustment
- Reset Leave Balance
- Leave Encashment Process
Application and Approvals:
- Application on behalf of employees
- Approvals
Notifications:
- Configuration
Use Cases:
- Comp Off Leave
- Maternity Leave
- Short Leave
- Casual Leave
- Anniversary/Birthday Leave
- LOP Leave
- Medical Leave
Frequently asked questions
How can I ensure that employees provide a reason when applying for any type of leave in HRStop?
Requiring a reason for all leave applications helps maintain accountability and gives managers proper context.
Steps to Enable:
- Go to Control Panel → Settings → Leave Section.
- Enable “Make Leave Reason Mandatory”.
- Click Save/Update.
Note: Employees won’t be able to submit leave requests without entering a reason once this is enabled.
How can I ensure that leaves are accurately split across months for payroll processing, especially if my company follows a non-standard payroll cycle?
For companies with non-calendar payroll cycles (e.g., 22nd–21st), it's important to split leave accurately.
Steps to Enable:
- Go to Control Panel → Leave Section → Payroll Integration Settings.
- Enable “Split Leave Based on Attendance Start Date”.
- Click Update.
Why Use It:
It ensures accurate salary calculation for leaves that span multiple payroll periods.
Can I approve leaves after payroll is processed?
Yes, HRStop allows leave approvals even after payroll is processed.
Steps to Enable:
- Go to Control Panel → Leave Section → Approval Settings.
- Enable “Allow Leave Approvals After Payroll is Processed”.
- Click Save/Update.
Note: This helps you maintain accurate records for future payroll cycles without blocking approvals.
How do I configure minimum and maximum leave durations?
You can control how short or long an employee’s leave can be.
Steps to Configure:
- Go to Control Panel → Settings → Leave Section.
- Edit each Leave Category.
-
Set:
- Minimum Leave Period (e.g., Half Day, Quarter Day)
- Minimum/Maximum Days per application
- Click Save/Update.
Tip: This helps prevent policy misuse.
What’s the difference between credit frequency and post crediting?
- Credit Frequency: How often leave is accrued (e.g., monthly, quarterly, annually).
- Post Crediting: When the accrued leaves are actually added to balances (e.g., start or end of month).
=> Think of credit frequency as the schedule, and post crediting as the execution date.