Leave Types & Balances

Leave Types define the categories of leave staff can take — for example, Casual Leave, Sick Leave, or Earned Leave. Each type carries an annual entitlement (in days) that is used to initialise individual staff balances at the start of a year.

---

Who can manage leave types

Action	Required permission
View leave types and balances	payroll-attendance:view
Create, edit, or delete a leave type	payroll-attendance:manage
Initialise leave balances for a year	payroll-attendance:manage
Adjust an individual staff member’s balance	payroll-attendance:manage

---

Add a leave type

1. Open Payroll Attendance

   Navigate to your school and click Payroll Attendance in the sidebar.

2. Go to the Leave Types tab

   Switch to the Leave Types tab at the top of the page.

3. Click Add Leave Type

   The button appears in the top-right corner of the tab.

4. Fill in the details

   Name (required) The display name of the leave category. Examples: Casual Leave, Sick Leave, Earned Leave. Maximum 100 characters.

   Code (required) A short unique identifier. The field automatically uppercases your input. Examples: CL, SL, EL. Maximum 20 characters.

   Days Allowed Per Year (required) The default annual entitlement for this leave type. Used when initialising balances for new years. Minimum 0.

   Description (optional) A short note visible in the leave type list. Maximum 500 characters.

5. Submit

   Click Create Leave Type. The type appears immediately in the list.

---

Edit or delete a leave type

• Click the Edit (pencil) icon in the row to update the name, code, days allowed, or description.
• Click the Delete (trash) icon to remove the type permanently.

Caution

Deleting a leave type that has been used in attendance records or balances may cause data inconsistencies. Prefer editing the type or adjusting balances to zero instead of deleting.

---

Leave balances

Each staff member has a balance record per leave type per year. Balances track:

• Allocated — the entitlement carried over from the leave type’s days allowed value when the year was initialised.
• Used — days consumed by approved leave attendance.
• Adjusted — manual corrections applied by an administrator.
• Remaining — allocated + adjusted − used.

Initialise balances for a year

Before leave can be tracked for a given year, balances must be seeded. This is a one-time operation per year.

1. Switch to the Leave Balances tab.
2. Select the year from the year picker.
3. Click Initialise Balances.
4. Confirm the action. The system creates one balance row per active staff member per active leave type.

Note

Initialisation is idempotent — running it again for the same year will not duplicate existing rows. New staff added after initialisation will receive their balances the next time you run it.

Adjust an individual balance

If a staff member needs a correction (e.g. carry-forward days, special entitlement):

1. Find the staff member’s row in the Leave Balances table.
2. Click the Adjust button.
3. Enter the Adjusted Days value (positive to add, negative to subtract) and a mandatory Reason.
4. Click Save Adjustment.

The adjustment reason is stored in the audit trail for compliance purposes.

---

Troubleshooting

The Add Leave Type button is not visible

You need the payroll-attendance:manage permission. Ask your school owner to grant it via Settings → Positions.

Balances are not showing for a staff member

Run Initialise Balances for the relevant year. If the staff member was added after the last initialisation, their row will be created without affecting existing rows.

I adjusted a balance but the remaining count looks wrong

Remaining is calculated as allocated + adjusted − used. Check that the Used figure is correct by reviewing the attendance records for that staff member.