Managing employee leave efficiently is vital for HR operations, and HRStop provides a flexible, rule-based leave management system that caters to diverse organizational needs. This guide outlines the complete Leave Workflow — from creating leave categories to year-end processes — so your HR team and employees can handle leave-related tasks smoothly.
Overview of Leave Process
The leave process in HRStop follows three main steps:
- Create Leave Categories
- Define Leave Entitlement Rules
- Automatic Leave Credit to Employee Accounts
Step 1: Create Leave Categories
Creating leave categories is the foundation of the leave management process. These categories help you define the type of leaves available (e.g., Sick Leave, Casual Leave, Earned Leave, Compensatory Off, etc.).
How to Create Leave Categories:
- Path: Control Panel → Settings → Leave → Add Leave Categories
-
Fill in:
- Title & Description
- Frequency (Monthly, Yearly, etc.)
- Minimum Leave Period
Additional Configuration Options:
| Option | Description |
|---|---|
| Need-Based Leave | No upper limit. Useful for medical or emergency leaves. |
| Encashable | Allow employees to encash unused leave at the year-end. |
| Carry Forward | Let unused leave carry over to the next year. |
| Document Requirement | Set rules (e.g., attach documents if applying for more than 2 days). |
| Hide from Employees | Use for internal categories not meant for employees to view. |
Manager-Specific Settings:
- Allow managers to approve leaves for their reportees.
-
Choose between:
- Auto-Approve
- Approval Required by Manager
Restriction Options:
-
Block leave application based on service status:
- Probation
- Confirmed
- Notice Period
Once done, click Add to save the category.
Step 2: Define Leave Entitlement Rules
After creating categories, define who is eligible and how much leave each employee should get.
How to Entitle Leave Categories:
- Path: Control Panel → Leaves → Entitlement → Add New Leave Entitlement Rule
Eligibility Filters:
- Category, Department, Designation, Employment Type
- Entity, Gender, Band, Marital Status
- Option to define based on experience level
Credit Details:
- Credit Frequency: Monthly / Quarterly / Semi-Annual / Annual
- Leave Count per annum
- Maximum Leave Cap (if any)
New Joiners Configuration:
- Enable pro-rata leaves based on date of joining
- Define attendance threshold and % of leave applicable
Click Save to finalize the rule.
Editing & Bulk Upload
You can modify or upload entitlement rules in bulk:
- Edit Existing: Control Panel → Leaves → Entitlement → Scroll to “Existing Leave Entitlement Rules” → Edit
-
Bulk Upload:
- Scroll down to Employee Leave Entitlement
- Click Import and upload CSV as per format
Step 3: Automatic Leave Credit
Once entitlement rules are defined, leaves are credited automatically to eligible employees’ accounts.
Frequency:
- Accrual happens as per the credit frequency selected
- Typically, on the first of every month
Note:
- Only entitled employees can see and apply for those leave types
- Need-Based Leaves cannot have upper limits
- Edits to entitlement rules take effect from the next accrual cycle; existing balances are not changed retroactively
Year-End Leave Processing
Handling leave at the end of the calendar or financial year is crucial for maintaining clean records.
Pre-Requisites:
- Ensure December payroll is processed
- All leaves (applied for the current year) should be either approved or rejected
- Leaves applied for next year remain in Pending status
Process Path:
- Control Panel → Leaves → Balance
This section helps HR perform year-end checks and make necessary adjustments or carry forward settings.
Summary of Leave Setup Workflow
| Step | Action |
|---|---|
| 1️⃣ | Create Leave Categories |
| 2️⃣ | Define Entitlement Rules |
| 3️⃣ | Configure New Joiner Proration (if needed) |
| 4️⃣ | Set Document & Manager Approval Rules |
| 5️⃣ | Accrual happens automatically as per defined rules |
| 6️⃣ | Manage Year-End Balances via Balance Section |