Leave management

What it is

Leave management lets employees request paid or unpaid time off, and lets managers and HR track, approve and configure it. Pick a leave type and a start date plus a number of days — Hubtoll works out the last day of leave and the return-to-work date for you, automatically skipping weekends and (where you choose) public holidays.

Screens

• Overview — a personal landing page: your leave balance by category, your recent leave, and the upcoming public holidays that apply to you. Approvers also see requests waiting on them; administrators get company-wide KPIs and charts.
• Leaves — one list for everyone: All Leaves shows your own requests (the whole company's if you hold a leave permission), and Awaiting me shows requests waiting on you.
• Settings — leave categories and policies.
• Workflow (BPM) — the leave approval chain.

Setting up leave categories

An administrator sets up the leave types your company offers (annual, sick, maternity, and so on). For each category you attach a policy:

• Paid or unpaid.
• Quota caps — maximum days per year, quarter, month and week.
• Minimum interval — the least time that must pass between two leaves of this type.
• Carryover allowance — how much unused balance may cross into the next year.
• Holiday handling — whether a public holiday inside a leave extends it (so the holiday isn't "spent").

Categories can be switched active or inactive — only active ones can be requested. A leave of zero for any cap means "no limit".

Eligibility & quotas

When someone requests leave, Hubtoll checks they're eligible before the request goes anywhere:

• They must have an approved employee record, and the category must be assigned to them.
• Their year/quarter/month/week quotas are checked against their approved history — exceeding any gives a clear message.
• The minimum-interval rule stops leaves being stacked too close together.

Their available balance is the tightest applicable remaining allowance, so they always see an honest number.

Carryover

If a category's carryover is set to zero, a leave can't run into the next business year — a request whose computed end date falls in the following year is declined. A non-zero (or unset) allowance permits the spillover you configure.

Requesting leave

Any employee can request leave — no special permission needed:

• Pick a leave category.
• Choose a fill-in / reliever to cover for you.
• Pick a start date and the number of days.
• Submit — it routes to your approver(s).

How dates are worked out

Leave dates are plain calendar dates — the same for everyone, no matter where they log in from. Hubtoll calculates:

• End date — counting your requested number of working days from the start, always skipping weekend days (and skipping public holidays too, if the category extends over them).
• Return-to-work date — the next day after your leave that isn't a weekend or a public holiday.

Public holidays are per country: the holidays that count for your leave are the ones set for the country your office is in, so two colleagues in different countries can have different end dates for the same request. Your weekend days and holidays drive all of this, so it reflects exactly how your company works.

Team calendar

The overview and admin dashboard show who's off now and coming up, a status breakdown, a monthly trend, and on-leave-by-category — so managers can plan cover at a glance.

Approving leave

Leave runs on Hubtoll's approval workflows. Approvers can Approve, Reject, or Redirect a request to another step, with a comment. Approval advances step by step; the leave is only granted when the final step approves. Who can act on a given request is decided by the workflow (the current step's approver, the line manager, and so on) — the Awaiting me tab shows each person exactly the requests they can action, and rows you can act on carry an Awaiting you badge.

Changing approved leave

Editing leave that's already approved doesn't quietly change it. Instead it raises a change request (with your new dates) that goes back through approval — so a change is always signed off, and the approved leave stands until it is. Once approved, the change replaces the original. This needs an active Change requests workflow for leave; only the original requester can start one, and only one at a time.

Permissions

All actions require an active HR licence.

Good to know

• Requesting needs an approved record, an assigned active category, and an active Create workflow — a missing piece gives a specific message.
• Only one pending request per person at a time.
• If a workflow is set to "no approval required", leave is granted on submission.
• A carryover of zero blocks leave crossing into the next year.
• The most recently saved policy for a category is the one in force.