Administration

This page is used to manage leave profiles for all employees. The employee list is divided into two tabs: Active and Inactive

Employee Leave Profile

Click the menu in the actions column and select "Manage."

All available leave types are regular leave types. Users can view a summary of balance additions and deductions. In Leave Administration in the employee leave profile, users can edit the balance for regular leave types by clicking the pencil icon on the leave type with a balance. This will open a pop-up 'Edit Leave Balance' with the following fields:

• Action: Toggle with statuses Addition (addition) or Subtraction (deduction).
• Total: Field to enter the amount of balance to be added or deducted.
• Note: Field to enter a brief message.

In addition to adjusting the balance, this function also allows users to set up a history of balance additions and deductions, providing a record of changes over time.

Users can also access other information such as:

• Active/Inactive: Indicates whether the employee can use this leave type when applying for leave.

[INFO: For leave types with the value “Activate date after,” it will automatically become active after the employee’s contract start date exceeds the number of days specified in this parameter. This only applies to new employees.]

• Entitlement: The amount of leave entitlement given according to the “Automatic Leave Entitlement Type” parameter of the leave type.
• Balance: The remaining leave balance.
• Max Limit: The maximum balance limit of leave that an employee can hold according to the leave type. By default, the leave balance limit in the employee leave profile will follow the maximum limit of the leave type.

Note

Leave profiles are not automatically created when a new employee contract is activated. It is recommended that users create the leave profile immediately after activating the new employee's contract. Users do not need to add a balance for leave types with the "Balance Deducted" value set to False or No.

Employee Leave History

Click on the menu in the "Actions" column and select "History."

This section displays the history of employee leave requests and their statuses (approved, rejected, pending approval, or withdrawn). Click "Detail" in the actions column to view more detailed information such as approval details, leave dates, and leave type.

Inactive Tab – Leave Administration

The Inactive tab in the Leave Administration page displays a list of employees who are no longer active, such as resigned or terminated employees, but whose leave data is still retained in the system for record and reporting purposes.

The Inactive tab allows administrators to:

• Review historical leave balances of inactive employees
• Access leave breakdown details for auditing or reporting
• Ensure leave records remain traceable after employment ends

The Features and Components that you can access as follows:

1. Search Bar
You can search for an inactive employee by employee name using the search field at the top of the page.

2. Employee List Table
The table displays the following information for each inactive employee:

Column Name	Description
No	Sequential number of the employee in the list
Full Name	Employee’s full name
Job Title	Employee’s last job title
Department	Employee’s department
End Date	Employee’s employment end date
Total Balance	Total remaining leave balance (in days)

3. Leave Balance Breakdown
Each employee row can be expanded to show the Leave Balance Breakdown, which provides detailed information on the remaining leave balance by leave type, such as:

• Annual Leave
• Compassionate Leave
• Maternity Leave
• Other Paid Leave
• Permanent Leave
• Sick Leave
• Unpaid Leave

The number displayed next to each leave type indicates the remaining balance (in days) at the time the employee became inactive.

4. Read-Only Information
All data shown in the Inactive tab is read-only. Leave balances for inactive employees cannot be edited or adjusted, ensuring data integrity for historical records.

Notes

• The leave balances shown reflect the final state as of the employee’s end date.
• Inactive employees will not appear in leave request or leave accrual processes.
• This tab is intended for reference, compliance, and reporting purposes only.