Leave Management

Shaari's leave management system handles the full lifecycle of employee time off -- from requesting leave to approval, balance tracking, and certificate generation. The system supports multiple leave types and enforces balance limits to prevent over-allocation.

Leave Types

Shaari supports several leave categories out of the box:

Leave Type	Description	Typically Paid
Annual	Regular vacation days allocated per year	Yes
Sick	Time off due to illness or medical needs	Yes (with limits)
Unpaid	Leave without salary continuation	No
Maternity	Leave for childbirth and postnatal care	Yes
Paternity	Leave for fathers around childbirth	Yes
Hajj	Leave for performing the Hajj pilgrimage	Yes
Marriage	Leave for the employee's wedding	Yes
Bereavement	Leave following the death of a family member	Yes
Compassionate	Leave for urgent family or personal circumstances	Depends on policy
Study	Leave for educational purposes or exams	Depends on policy
Emergency	Urgent unplanned time off	Depends on policy
Other	Any leave type not covered above	Depends on policy

info

The available leave types and their paid/unpaid status depend on your organization's configuration. You can customize which leave types are active and set balance allocations in your HR settings.

Submitting Leave Requests

Employees or HR administrators can submit leave requests:

1. Navigate to HR Management > Leave.
2. Click New Leave Request.
3. Select the employee (if submitting on behalf of someone).
4. Choose the leave type.
5. Set the start date and end date.
6. Add a reason or note (optional but recommended).
7. Click Submit.

The request is created with a Pending status and awaits approval.

tip

Submit leave requests in advance when possible. This gives approvers time to review and plan for the employee's absence. Last-minute requests may cause scheduling issues.

Approval Workflow

Leave requests follow a straightforward approval flow:

Pending → Approved
        → Rejected

Approving or Rejecting Leave

1. Navigate to HR Management > Leave.
2. Filter by Pending status to see requests awaiting action.
3. Open the leave request to review the details.
4. Click Approve or Reject.
5. Optionally add a note explaining the decision.

When a leave request is approved:

• The employee's leave balance for that type is reduced by the number of days.
• The corresponding dates are marked in attendance as "On Leave."
• The employee can generate a leave certificate.

When a leave request is rejected:

• No balance is deducted.
• The request remains in the system with a Rejected status for record-keeping.

note

Only users with HR management permissions can approve or reject leave requests. Regular employees can only submit requests and view their own leave history.

Leave Balance Tracking

Each employee has a balance for every active leave type. The balance represents how many days of that leave type the employee has remaining.

Viewing Balances

Open an employee's leave section to see their current balances:

• Allocated -- Total days granted for the period
• Used -- Days consumed by approved leave
• Remaining -- Days still available

Balance Rules

• A leave request cannot be approved if it would cause the balance to go negative (for balance-tracked leave types).
• Unpaid leave typically has no balance limit since it does not cost the organization paid days.
• Balances reset or carry over based on your organization's leave policy.

caution

Review leave balances before approving requests, especially toward year-end when balances may be running low. Approving leave that exceeds the balance requires manual override.

Leave Certificates (PDF)

After a leave request is approved, you can generate a PDF leave certificate:

1. Open the approved leave request.
2. Click Generate Certificate or the PDF icon.
3. The system produces a formal leave certificate.

The certificate includes:

• Employee name and ID
• Leave type
• Start and end dates
• Number of days
• Approval status and date

Leave certificates are useful for employees who need documentation for visa applications, school registrations, or other official purposes.

Leave Policies

Configure your organization's leave policies to match local labor laws and company rules:

• Annual allocation -- How many days of each leave type employees receive per year.
• Probation restrictions -- Whether new employees on probation have access to certain leave types.

tip

Set up leave policies before onboarding employees. When you add new employees, their initial leave balances will follow the configured policy, saving you from manually setting each balance.