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FAQ: Leave Management
FAQ: Leave Management

Learn how to edit/delete an approved leave, how to calculate leaves and more!

StaffAny avatar
Written by StaffAny
Updated over a week ago

Contents of this article are applicable to the following users


Platform: Web

Access Level: Owner & Manager

These are some Frequently Asked Questions regarding Leave Management

This guide will cover the following:

1. General Questions

Scale and Enterprise accounts have full access to leaves features.

For Growth accounts:

  • Automation for non-entitlement-based leave types is not supported

  • Routing - Accounts in this tier can have only one tier of routing and that will be set as “All Managers and Owners” option.

For Freemium accounts:

  • Only leave types that have unlimited balances are supported

  • Routing - Accounts in this tier can have only one tier of routing and that will be set as “All Managers and Owners” option.

2. Questions on Leave Types, Accrual and balances

What leave types will be assigned to a newly added staff?

  • All newly added staff will have only those leave types that are of the type "Unlimited Balances"

  • This is because for other leave types, a lot of factors about the staff will determine if a leave type is applicable for staff or not. Therefore StaffAny does not automate it. HR will have to manually add/remove leave types to staff. You can read more about it here.

Does StaffAny automatically assign leave types based on staff's gender, residential status, spouse details etc?

  • No, we do not support adding certain personal details like gender, NS duty, spouse details, child details and auto assigning leaves to staff based on that.

  • Eg: If staff is male ⇒ paternity leave. If female ⇒ maternity leave. This should be set manually.

What happens to staff's leave balance when is applied and approved for next entitlement period?

  • Leave application can be sent based on staff’s maximum entitlement limit for the next entitlement period.

  • If approved, the balance will be subtracted when the next period hits only. Note that current balance will not be affected since staff is taking advance leave from their next entitlement period.

What happens to my staff's leave balance when I deactivate them?

  • Upon deactivation, staff will be automatically be untagged from all existing leave types. This prevents accidental leave assignments of an inactive user.

What is the calculation logic for different leave type settings?

What happens to leave balance when I change a staff's join date?

  • When a staff's join date is changed, the balances will be reset and recomputed based on the new join date settings, taking into account past usage data.


System Behaviour

Sally joins a company with the following settings

  • Calendar Year

  • 12 Annual Leave Entitlement

  • Leaves awarded upfront

  • Join Date: 1st January 2024

  • Total Taken: 1 day

  • Current balance as of 1st March: 12 - 2 = 11

On 1st March, Sally's Join Date is changed to 1st February 2024.

On 1st March, after the join date changes, the new balance for Sally will be 10 days.

After the change in join date, new prorated annual entitlement will be 11 days. (11 completed months from 1st Feb to 31st December)

After subtracting the 1 day of leave taken, new balances should be 10 days.

User does not have to perform any manual adjustment.

What happens to leave balance when I edit the leave type's settings?

Can I add a join date to my staff on a date that is Timesheet Locked in StaffAny?

  • Yes, Join date can be changed/added to a date that is locked.

3. Edit/Cancel Approved Leaves

Who can edit or cancel or delete a leave after it has been approved?

  • Basically the highest approver can edit or cancel a staff's leave after it has been approved.

    • If your organisation is on a 2-tier approval system:

      • ONLY the 2nd approver can edit/cancel the leave if the application is approved by 2nd approver.

      • 1st approver can edit/cancel the leave if the application is not approved by 2nd approver yet.

    • If your organisation is on a 1-tier approval system, the approver can edit/cancel the leave.

  • Staff can edit/withdraw/cancel the approved leave too.

How to do edit/delete a leave that has been approved?

  1. Select a leave that has been approved. You can do that in Timesheets or in Schedule

2. Select "Edit" or 'Decline'

4. Leave Assignment vs Leave Application

Leave assignment is done by a manager/owner assigns a leave directly for the staff on Schedule, while leave application is done by a manager/owner applying.

We encourage employees to apply for leaves over Managers assigning leaves to staffs directly because it promotes better accountability and transparency for both staff and managers.

5. Compulsory Attachments for Leaves

Some leaves such as Medical Leaves require Medical Certificates (MCs). How can I integrate this into the app?

  • Certainly! You can enforce compulsory attachments for Leaves via the following

    1. Under the Settings tab

    2. Go to Off and Leave on sidebar

    3. Hover your mouse on the "More" button for the Leave type you wish to enforce compulsory attachments for.

    4. Click on "Edit"

    5. At the bottom of the page, tick on "Attachment required"

    6. Save the Setting

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