Leave Requests - List
Overview
The Leave Requests menu displays all employee leave requests that need to be managed. This feature allows you to view the list of leave applications, process approvals (approve/reject), filter by various criteria, and create new leave requests.
Page Navigation
The Leave Requests page is located in the Dashboard » Leave Request » List menu.
Leave Request List View
This page displays a table listing all employee leave requests with complete information.
Search Feature
A search column is available at the top of the table to easily find leave requests based on:
- Employee name
- Employee Code / ID
- Leave Type
- Date range
Table Structure
The table displays the following columns:
| Column | Description |
|---|---|
| No | Sequence number |
| Employee Name | Name of the employee submitting the leave request |
| Employee Code | Employee ID number |
| Leave Type | Type of leave being requested |
| Dates | Leave date range |
| Status | Request status (Pending, Approved, Rejected) |
| Actions | Action buttons to process the request |
Table Data
Here are examples of data displayed in the Leave Requests table:
| No | Employee Name | Employee Code | Leave Type | Dates | Status | Actions |
|---|---|---|---|---|---|---|
| 1 | Test 3 | MUBI.0022 | Collective Leave (0 days) | 08/02/2026 - 11/02/2026 | Pending | ⋮ |
| 2 | Test 3 | MUBI.0022 | unpaid leave (0 days) | 08/02/2026 - 12/02/2026 | Pending | ⋮ |
| 3 | Test 3 | MUBI.0022 | Sick Leave (0 days) | 09/02/2026 - 11/02/2026 | Pending | ⋮ |
| 4 | Test 3 | MUBI.0022 | Hajj Leave (40 days) | 08/02/2026 - 10/02/2026 | Pending | ⋮ |
| 5 | Test 3 | MUBI.0022 | Annual Leave (12 days) | 20/01/2026 - 22/01/2026 | Approved | ⋮ |
| 6 | Imam Saeful Millah A | MUBI.0002 | Annual Leave (12 days) | 15/01/2026 - 19/01/2026 | Approved | ⋮ |
| 7 | Test 3 | MUBI.0022 | Annual Leave (12 days) | 12/01/2026 - 15/01/2026 | Pending | ⋮ |
| 8 | Test 3 | MUBI.0022 | Miscarriage Leave (45 days) | 12/01/2026 - 28/01/2026 | Pending | ⋮ |
Leave Request Status
There are 3 leave request statuses:
| Status | Indicator Color | Description |
|---|---|---|
| Pending | 🟡 Yellow | Leave request awaiting verification/approval |
| Approved | 🟢 Green | Leave request has been approved |
| Rejected | 🔴 Red | Leave request has been rejected |
Leave Types
Here is a complete list of available leave types:
| No | Leave Type | Description |
|---|---|---|
| 1 | Collective Leave | Company-designated collective leave |
| 2 | Hajj Leave | Leave for Hajj pilgrimage |
| 3 | Miscarriage Leave | Leave for employees who experience a miscarriage |
| 4 | Maternity Leave | Maternity leave |
| 5 | Marriage Leave | Leave for employees getting married |
| 6 | Long Service Leave | Long-term leave |
| 7 | Annual Leave | Regular annual leave |
| 8 | Bereavement - Household Family Member | Bereavement leave for household family members |
| 9 | Bereavement - Spouse/Child/Parent/Parent-in-law/Son-in-law/Daughter-in-law | Bereavement leave for immediate family |
| 10 | Wife's Miscarriage | Leave for husband whose wife has a miscarriage |
| 11 | Wife's Childbirth | Leave for husband whose wife gives birth |
| 12 | Child's Baptism | Leave for child's baptism ceremony |
| 13 | Child's Circumcision | Leave for child's circumcision ceremony |
| 14 | Child's Wedding | Leave for child's wedding ceremony |
| 15 | Sick Leave | Sick leave |
| 16 | unpaid leave | Unpaid leave |
Actions on Leave Requests
Actions Menu
Each data row has an Actions menu (⋮) containing:
| Action | Icon | Function |
|---|---|---|
| View | 👁️ | View complete leave request details |
| Edit | ✏️ | Edit leave request data |
| Approve | ✓ | Approve leave request |
| Reject | ✗ | Reject leave request |
| Set as Pending | ⏳ | Change status back to Pending |
| Delete | 🗑️ | Delete leave request |
Viewing Leave Details
To view complete leave request details:
- Click the View icon (👁️) on the desired row
- A popup/drawer will appear displaying:
- Complete leave application information
- Leave date details
- Description and reason
- File attachments (if any)
- Status change history
Editing Leave Requests
- Click the Edit icon (✏️) on the desired row
- The edit form will open
- Change the data that needs correction
- Save the changes
Note: The Edit feature is usually only available for requests with Pending status. :!
Approving Leave Requests
- Select a leave request with Pending status
- Click the Approve icon (✓) on that row
- Confirm approval in the dialog that appears
- Status changes to Approved
Rejecting Leave Requests
- Select a leave request with Pending status
- Click the Reject icon (✗) on that row
- Enter the reason for rejection in the form that appears
- Confirm rejection
- Status changes to Rejected
Setting Back to Pending
This feature is useful if:
- An approved request needs to be reviewed again
- There are data errors that need correction
- Approval needs to be canceled
- Click the Set as Pending icon (⏳)
- Confirm the change
- Status returns to Pending
Caution: Changing the status from Approved to Pending will cancel the leave approval and affect the employee's leave quota. :!
Deleting Leave Requests
- Click the Delete icon (🗑️) on the row you want to delete
- Confirm deletion
- Data will be permanently deleted from the system
Warning: Deleting leave data is permanent and cannot be undone. Ensure the data being deleted is truly unnecessary. :!
Multiple Selection
You can select multiple leave requests at once for processing:
Selected data indication:
- A notification "1 item(s) selected" will appear (or according to the count)
- Bulk action buttons become active: Change Status and Delete (1)
How to select multiple items:
- Check the box to the left of each row you want to select
- Or use the checkbox in the header to select all on the page
- The number of selected items will be displayed at the top
Selected Items Detail
After selecting items, you can see a summary of the selected data:
Information displayed for each selected item:
- No - Sequence number
- Employee Name - Employee name
- Employee Code - Employee ID
- Leave Type - Leave type
- Dates - Leave date range
- Status - Request status
Bulk Actions
After selecting several items, you can perform bulk actions:
| Action | Function |
|---|---|
| Change Status | Change the status of all selected data (Approve/Reject/Set as Pending) |
| Delete (n) | Delete all selected data at once (n = number selected) |
Advanced Filter and Search Features
Filter Components
Several filter components are available at the top of the table:
| Component | Function |
|---|---|
| Search | Search by name, code, leave type |
| Date Range | Filter by submission date range |
| Leave Type | Filter by specific leave type |
| Columns | Configure which columns appear in the table |
| Filters | Advanced filters (status, employee, etc.) |
| Export | Export data to CSV/Excel/PDF |
Date Range Filter
Click Date Range to filter by:
- Submission date
- Leave start date
- Leave end date
- Specific period (today, this week, this month, custom)
Leave Type Filter
Click Leave Type to filter by specific leave types:
Selectable leave types:
- All Leave Types
- Collective Leave
- Hajj Leave
- Miscarriage Leave
- Maternity Leave
- Marriage Leave
- Long Service Leave
- Annual Leave
- Bereavement - Household Family Member
- Bereavement - Spouse/Child/Parent/Parent-in-law/Son-in-law/Daughter-in-law
- Wife's Miscarriage
- Wife's Childbirth
- Child's Baptism
- Child's Circumcision
- Child's Wedding
- Sick Leave
- unpaid leave
Columns
Click the Columns button to configure which columns appear in the table:
Available columns:
- No
- Employee Name
- Employee Code
- Leave Type
- Dates
- Status
- Actions
- Created Date
- Requested By
- Approved By
- Description
- Attachment
Advanced Filters
Click the Filters button for more detailed filtering:
Filter by:
- Status (Pending, Approved, Rejected)
- Employee (Specific employee)
- Department
- Position
- Project Code
- Date Range (More specific date ranges)
Export
Click the Export button to export table data:
| Format | Usage |
|---|---|
| CSV | For data processing in spreadsheets |
| Excel | Excel format with formatting |
| For printed reports |
Create Leave Request
To create a new leave request, click the + Create Leave Request button or navigate to Leave Request » New.
Leave Request Details Form
| Field | Description | Required |
|---|---|---|
| Leave Type | Select leave type from dropdown | ✅ Yes |
| Leave Dates | Select one or more leave dates | ✅ Yes |
| Description | Description or reason for leave | ❌ Optional |
| Pending Tasks | Tasks that need handling during leave | ❌ Optional |
| Replacement PIC | Person in charge to cover during leave | ❌ Optional |
Leave Dates Information:
- "Select one or more dates for this leave request."
- Can select a date range or multiple separate dates
- System will automatically calculate the number of leave days
Additional Information
| Field | Description | Required |
|---|---|---|
| Employee Name | Name of employee submitting leave | ✅ Yes |
| Project Code | Project code where employee works | ❌ Optional |
| Auto-filled from active project |
Project Code Notes:
- Example: 6900B181220100
- Auto-filled from employee's active project
- Can be changed if needed
Attachment
Upload Area:
Upload Requirements:
- Allowed formats: JPEG, JPG, PNG, GIF, PDF, DOC, DOCX
- Maximum file size: 2 MB
- Can drag and drop or click to browse
Submit Leave Request
After all fields are filled, click the Submit Leave Request button to send the application.
Note: Successfully submitted requests will appear in the table with Pending status and await the approval process. :!
Leave Data Verification
Things to verify when processing leave requests:
1. Data Completeness
- Leave Type matches the purpose
- Leave dates are clear and don't conflict
- Number of leave days complies with policy
- Description or reason is clear (if needed)
2. Leave Quota Availability
- For annual leave, ensure sufficient quota
- Check employee's remaining leave balance
- Pay attention to maximum consecutive leave limits
3. Document Completeness
- Attachments are included if required (medical certificate, marriage certificate, etc.)
- Files can be opened and are valid
- Information in attachments matches the application
4. Operational Considerations
- Replacement PIC exists for critical positions
- Tasks have been handed over
- No conflict with other employees' leave in the same team
Usage Tips
- Process Pending Requests Daily - Always check and process requests with pending status every day.
- Monitor Leave Quota - Verify employee's remaining leave balance before approving annual leave.
- Check Schedule Conflicts - Ensure there are no leave conflicts within the same team/department.
- Use Leave Type Filter - Filter by leave type to process specific types of leave at once.
- Utilize Date Range - Use date filters to view leave for specific periods.
- Document Rejections - Always provide clear reasons when rejecting so employees can resubmit correctly.
- Bulk Actions for Efficiency - Use multiple selection to approve several leaves at once (e.g., collective leave).
- Pay Attention to Special Leave - For Hajj leave, maternity leave, bereavement leave, ensure supporting documents are attached.
Common Scenarios
Scenario 1: Regular Annual Leave
Employee submits annual leave for vacation:
- Check remaining annual leave quota
- Ensure it doesn't disrupt team operations
- Approve if all conditions are met
Scenario 2: Sick Leave
Employee submits sick leave:
- Check if a doctor's note is attached (if > 2 days)
- For sick leave without a doctor's note, consider company policy
- Approve or request document completion
Scenario 3: Special Leave (Marriage/Maternity/Hajj)
Employee submits special leave:
- Check completeness of supporting documents
- Ensure number of days complies with regulations
- Approve if documents are complete
Scenario 4: Multiple Leaves in One Team
Several employees in the same team submit leave for overlapping periods:
- Check operational impact
- Coordinate with team manager
- Approve gradually or partially
Troubleshooting
Data Does Not Appear in Table
- Check if status filters are appropriate
- Ensure no search filters are limiting the results
- Check Date Range and Leave Type filters
- Try refreshing the page
Failed to Approve/Reject
- Ensure status is still pending (not yet processed by someone else)
- Ensure you have approval access rights
- Try refreshing the page
- Logout and login again
Action Buttons are Disabled
- Ensure you are selecting data with the appropriate status
- For bulk actions, ensure all selected data have the same status
- Check if the data has been processed by another user
Failed to Upload File when Creating
- Ensure file format is correct (jpeg, jpg, png, gif, pdf, doc, docx)
- Check file size is within the 2 MB limit
- Ensure the file is not corrupted
- Try using a different browser
Number of Leave Days is Incorrect
- Check date calculation (including/excluding holidays)
- Adjust according to company policy
- Edit if necessary before approving
Integration with Related Menus
Employee Database
Approved leave data will affect the leave quota in Employee Database under the Leave Balance tab.
Calendar
Approved leave will appear in the company Calendar.
Approval - Documents
Supporting leave documents can be uploaded and managed in the Approval - Documents menu.
Timesheet
Approved leave will be recorded in the employee's Timesheet.
Next Steps
Training - Approval
Complete guide to managing employee training and certification approvals in the Approval - Training menu, including viewing statistics, filtering, processing status (pending, approved, rejected), and certificate verification.
Overtime Requests - Employee
Complete guide to managing employee overtime requests in the Overtime Management - Request menu, including viewing the list of overtime submissions, filtering by status, processing approvals, and creating new overtime requests.