Leaves and Absences

What is it and what is it for?

When an employee needs time off (vacation, a medical appointment, a personal leave, etc.), you record the request here with the employee, the date range, and the reason. AdmCloud calculates the requested days, validates they don't exceed the maximum configured for that reason and, for vacation, checks it against the employee's contract vacation period. Once saved, the request follows the same authorization flow as other payroll transactions: the employee's direct supervisor (or whoever has authorization privilege) is notified and can approve or reject it from the detail screen.

The leave reason (for example, Vacation, Medical Leave, Personal Leave, and so on) comes from your Time Off Reasons catalog, set up by your administrator; each reason can have a maximum number of allowed days and is classified as either Vacation or another type of absence. That classification determines whether the request needs a specific vacation period.

How to use it

1. Open the Leaves and Absences list and click New.
2. If your company has subsidiaries enabled, choose the Subsidiary; then select the Employee.
3. Enter the Date the leave starts and the End Date it ends.
4. Choose the Type of Leave (the reason). If the employee has more than one active contract, also select the Contract it belongs to.
5. If the chosen reason is of type Vacation, AdmCloud automatically shows the Period field; pick the contract's vacation period the days should be deducted from. Changing the Contract clears the Period so you have to pick it again. For any other reason, this field stays hidden.
6. Add notes and attach any supporting file if needed (for example, a medical note).
7. Save. If you have authorization privilege yourself and are the employee's supervisor (or the employee has no supervisor assigned), the request is Authorized right away; otherwise it stays Pending Authorization and the employee's supervisor is notified by email and by an in-app notification.
8. From the list, you can switch between viewing All requests or only the ones Pending Authorization, filter by date, employee or subsidiary, and customize which columns are shown.

Authorization

Every leave request ends up either Authorized or Pending Authorization depending on who registers it: if they have authorization privilege and are the employee's direct supervisor (or the employee has no supervisor), it's authorized automatically; in any other case, it stays pending and the supervisor is notified by email and by an in-app notification to review it. From the request's detail screen, whoever has authorization privilege (or is the employee's direct supervisor) can:

• Authorize: approves the request. The employee receives an approval notification.
• Reject: discards it without deleting it, keeping a record of the rejection, and notifies the employee.
• Mark Pending: sends it back to pending status if it was already authorized or rejected.

You can also authorize without opening the detail screen: in the list, every pending request shows an Authorize button on the right. And to clear several at once, switch to the Pending Authorization tab, check the requests you want to approve and use the Authorize button at the top. In both cases the button only shows up if you have authorization privilege.

The preview button (the eye icon on each row) opens a side panel with the request's data and attachments, without leaving the list. If you have authorization privilege, the panel also shows Authorize and Reject buttons at the bottom, so you can review and clear each request without opening it. When you authorize or reject, the row disappears from the pending list right away, including on the screens of other users who are looking at that same list.

There's also a "Subordinates" scope permission for supervisors: with it, a user can view and authorize only the requests of the people they directly supervise, without needing the general Payroll permission.

Assigned authorizing user

Every request can have an assigned authorizing user: the person who is supposed to review it. In read-only mode, the detail screen shows that user next to the authorization status, and the Change Authorizing User button lets you assign or change it without going into edit mode. Only users who have the privilege to authorize time off requests show up in the candidate list, and you can always leave the request Unassigned.

When you assign an authorizer, that person gets an email and an on-screen popup notification, just like payment authorizations. Each user can turn either channel off from Notification preferences (the bell in the top bar). The lists show the Supervisor and Authorizer columns so you can see at a glance who each request belongs to; if you don't need them, you can hide them from the column customization dialog.

The "My Leaves to Authorize" reminder on the home dashboard counts and takes you to the requests you have to authorize: the ones assigned to you and, if you also have the privilege to authorize your subordinates' time off, the ones of the employees you supervise. Whoever authorizes must have the privilege to authorize time off requests; an employee's supervisor can authorize their team's requests as long as they have the "Subordinates" scope privilege.

The request's detail screen

Besides the authorization buttons, a request's detail screen lets you Duplicate it (to create a new one from the same data), Delete or Void it (depending on your privileges), and email it to the employee's and supervisor's addresses. A direct "Time Off by Department" link opens the calendar view for the employee's department, centered on the 14 days following the leave's date.

In some companies, the detail screen also shows a summary panel: a breakdown of days taken by reason (previous year, current year and total) and, if the request is linked to a contract, a vacation by period summary with the earned, taken and pending days for each period of the employee's contract.

Time Off by Department

This screen gives you a quick, calendar-style view of who is absent, has a pending leave, or is present in a department over a date range. Filter by Department (its sub-departments are automatically included), Date From and Date To, and check "Show all employees" to also include people with no leave recorded in the range (by default, only employees with at least one leave are shown).

Each cell in the table uses an icon to show the employee's status on that date:

• Red ✕: the employee is absent with an already-authorized leave.
• Orange ⏱: the employee has a leave pending authorization on that date.
• Green ✓: the employee is present (no leave that day).

You can export the table to Excel, CSV, or copy it to the clipboard with the buttons above the grid.

Key fields

Validations when saving

• The Employee is required and must be active (not terminated).
• The End Date is required and cannot be earlier than the Date.
• The Type of Leave is required.
• If the Type of Leave has a maximum number of days configured, the requested days (End Date − Date + 1) cannot exceed that maximum.
• The leave's start Date cannot be earlier than the start date of the linked labor contract (the one selected, or the one AdmCloud assigns automatically).
• If the Type of Leave is Vacation, the Period must be valid; and if your company has the vacation days availability check enabled (in Payroll Preferences), the requested working days cannot exceed the employee's available vacation days for that period.
• You cannot create or edit requests in a subsidiary marked as read-only.
• The document's Subsidiary cannot be changed once it's created.
• You cannot edit a leave that has already been voided.

Availability

• This feature requires the Premium Plus Payroll plan, or the Enterprise plan with the Payroll module active on your company.
• Requires the Payroll "Leaves and Absences" permission on your user group (with add, edit, delete, void or authorize level depending on the action). There's also a "Subordinates" scope permission, so supervisors can see and authorize only their own team's requests.
• The Subsidiary column and filter only show up if your company has subsidiaries enabled.
• The Period field only appears when the chosen reason is of type Vacation.
• Checking vacation days availability against the contract's period depends on a Payroll configuration setting; if your company doesn't have it enabled, you can request more days than the vacation summary shows as available.
• The summary panel (days by reason and vacation by period) may not be visible in every company, depending on its configuration.

Tips and common mistakes