Leave
Applying for time off, and how leave requests get approved.

How leave works
Leave covers requesting time off, allocating how much of each leave type an employee has, and
approving or rejecting requests.
The pieces
Screen
What it is for
Dashboard
What is waiting on you: requested leave, recently approved leave, and the next holiday.
My Leave Requests
Your own requests and their status.
Leave Requests
Every request across the organisation, for whoever approves them.
Leave Types
The categories of leave your organisation offers — Casual Leave, Sick Leave, and whatever else has been configured.
Assigned Leave
How much of each leave type an employee currently holds.
Leave Allocation Request
A request to be given additional leave, separate from an ordinary time-off request.
Leave types are configured, not fixed
What counts as "Sick Leave" or "Casual Leave", how many days each carries, and whether it is paid, is
set up under Leave Types by an administrator. Do not assume every organisation offers the same
leave types with the same allowances; check what has actually been configured before documenting or
promising a specific number of days to an employee.
What to read next
Applying for leave
Approving and rejecting leave

Applying for leave
Apply for leave and get it approved
Before you begin
Know which leave type you are requesting (Casual, Sick, or whatever your organisation has
configured — see How leave works), and your start and end dates.
Steps
Go to Leave → My Leave Requests.
Select Apply for Leave.
Choose the leave type from the dropdown.
Set the start date, and how that day should be counted (Full Day or a partial-day
breakdown).
Set the end date and its own breakdown, if the request spans more than one day.
Attach a file if your organisation requires supporting evidence for this leave type — a medical
certificate, for example.
Write a description. This is what your approver actually reads; a blank or vague description
is the most common reason a request comes back with a question instead of an approval.
Confirm the requested days, which BlueOneHR calculates from your dates and day breakdowns.
Select Submit Request.
What happens next
Your request appears under My Leave Requests with a status, and on your approver's Leave
Requests queue. Once decided, you can see the outcome from the same screen.
Notes
A leave type your organisation has not configured will not appear in the dropdown at all; if the
one you need is missing, ask your administrator rather than choosing the closest match.
You do not edit your own leave record directly. If your dates change after submitting, cancel the
request (where still possible) and submit a new one, rather than asking someone to alter the
approved record by hand.
Troubleshooting
Requested days looks wrong. Check the day breakdown on both the start and end date — a request
marked as a half day on one end changes the total without changing the calendar dates shown.
Related
How leave works

Checking leave balances and assigned leave
You can see your own leave balances on My Leave Requests, and the balances held by everyone in the organisation on Assigned Leave. Both are under Leave.
Check leave balances and the Assigned Leave list (a tour)
Before you begin
Every signed-in user has My Leave Requests. Assigned Leave is an administrator's screen: whether you see it depends on your role and permissions (see Roles and permissions).
Which leave types exist, and how many days each carries, is configured under Leave Types (see Setting up leave types).
Check your own balances
Select Leave, then My Leave Requests.
Read the My Available Leave panel at the top. It shows one figure for each leave type you hold, for example Sick Leave or Casual Leave.
Each figure is followed by a plus sign and a carry forward amount, marked CF.
The requests you have made are listed underneath the panel, with their status. To make one, see Applying for leave.
Check everyone's balances
Select Leave, then the Assigned Leave tab.
The heading shows how many assignments exist. Each row is one leave type held by one employee.
The columns are Employee, Leave Type, Available Days, Carry Forward, Total, Assigned Date and Actions.
The list is grouped by Leave Type, and each group header shows how many rows it holds.
Use Search, the Leave type filter or More filters to narrow the list, and Clear all to remove them.
What Edit and Assign Leave Type show
Edit on a row opens a page titled with the employee and leave type. It has Available Days, Carryforward Days and an Is Active box, and a Save Changes button.
Delete on a row is a separate button. Treat both as changes to a real balance.
The Assign Leave Type menu at the top of the page lists the leave types. Choosing one opens a form titled with that leave type, with an Employee field, an Is Active box and an Assign button.
Not confirmed
What happens after Save Changes or Assign is selected. Neither was submitted while this page was checked.
Whether an assigned amount is reduced when leave is approved. The list shows Available Days, Carry Forward and Total, and no used-days column.
Whether the Employee field in the Assign Leave Type form offers employees in every workspace. In the workspace checked it showed no employees to choose from.
Whether Delete on an assigned row also affects leave requests that were already made.
Next
Applying for leave
Approving and rejecting leave

Setting up leave types
Leave Types is where an administrator defines the categories of leave your organisation offers,
found under Leave → Leave Types. Verified live on demo.blueonehr.com, 2026-09-13, signed in as an
HR Head.
Set up leave types
What a leave type carries
Each type has a name, whether it is Paid or unpaid, a Total Days allowance, whether unused
days Carry Forward to the next period, and whether it is Compensatory (earned in exchange for
something, such as working a holiday, rather than granted upfront). Create Leave Type, Edit,
Assign, and Delete are the available actions per type.
What was actually configured on the demo workspace
Six leave types existed, all Paid, none carrying forward unused days:
Type
Total days
Compensatory
Bereavement Leave
5.0
No
Casual Leave
13.0
No
Compensatory Leave Type
1.0
Yes
Maternity Leave
60.0
No
Paternity Leave
28.0
No
Sick Leave
14.0
No
These are this workspace's own configuration, not a fixed product default — see
How leave works for the standing caution against assuming every organisation
offers the same leave types with the same allowances. Only Compensatory Leave Type was marked
Compensatory; the rest are granted upfront rather than earned.
Related
How leave works
Applying for leave

Setting up holidays and leave restrictions
Three administrator screens under Leave describe the calendar your organisation works to: Holidays, Company Leaves and Restrict Leaves. This page shows what each screen lists and what its create form asks for.
Set up holidays and leave restrictions (a tour)
Before you begin
These screens are for an administrator such as an HR Head. Holidays is also listed for people who can only see their own leave (see Approving and rejecting leave).
Company Leaves and Restrict Leaves sit under the More menu at the right of the Leave tabs.
Holidays, company leaves and restrictions are shared by the whole organisation. Check a change before you save it.
Holidays
Select Leave, then Holidays.
The heading shows how many holidays exist. Each row has a Name, Start Date, End Date and Recurring (Yes or No), and Edit and Delete buttons.
To add one:
Select + Create Holiday.
Enter a Name and a Start Date. End Date is optional. Tick Recurring if it applies again, and check the Company.
Select Create Holiday.
What you should see. The list reloads with a message, "New holiday created successfully", and the new holiday appears in the list. Delete asks you to confirm ("Delete this holiday?"); after you confirm, the list shows a message that the holiday was deleted and the row is gone.
Company Leaves
Company Leaves lists rules made of a Week and a Day. A workspace can show, for example, "Every week" with Saturday and with Sunday. A filter above the list offers All based On Weeks and First Week to Fifth Week.
+ Create Company Leave opens a form with Based on Week (Not set, or First Week to Fifth Week), Based on Week Day (Monday to Sunday, required) and Company.
Restrict Leaves
Restrict Leaves lists restricted days with a Title, Start Date, End Date, Department and Applies to All. A workspace with none shows "No restricted days yet".
+ Create Restricted Day opens a form with:
Title, Start Date and End Date (all required).
Department (required), and an optional Job Position. A note under it says that if no job positions are selected, all job positions under the department are considered.
Include All, to select all leave types, or Specific Leave Types, to choose the types to restrict.
Exclude Leave Types, to choose types to leave out of the restriction.
Description (required) and Company.
Not confirmed
How a holiday, a company leave or a restricted day changes what an employee sees or can do when applying for leave, or how it affects leave balances and attendance, was not tried.
Creating, saving or deleting a company leave or a restricted day was not tried. Their forms were opened and left unsubmitted.
Edit on an existing holiday was not used, and the effect of ticking Recurring on later years was not checked.

Approving and rejecting leave
Leave → Leave Requests is the approver's queue: every leave request in the organisation, with Approve and Reject on each one that is still waiting. This page explains what those two buttons do, who sees them, and what the manager's view looks like.
Approve or reject a leave request
Before you start
Seeing the queue needs permission to view leave requests. Someone without it sees only My Leave Requests and Holidays under Leave.
Seeing Approve and Reject needs permission to change leave requests. In the test workspace used for this page, the HR Head user group holds it and the Manager user group does not. Whether your own workspace is set up the same way is something to check under Roles and permissions.
You cannot decide your own request. BlueOneHR refuses it with the message "You raised this leave request, so you cannot also approve it. It has to be decided by someone else." This applies to an administrator too, and it also applies to a request an HR user filed on the employee's behalf.
Both actions notify the employee. Approving or rejecting sends an in-app notification and an e-mail to the employee. Do not use either button on a real workspace just to see what happens.
The screens
Screen
What it is for
Dashboard
Requested, approved this month and rejected this month, plus the next holiday.
Leave Requests
The full queue, with a Pending / Approved / Rejected summary, filters, and a row of actions on each request.
Leave Allocation Request
A separate queue for requests to be given additional leave, with its own approve and reject.
On Leave Requests you can:
Search by employee name, badge ID, department or leave type.
Filter by status (All statuses, Requested, Approved, Cancelled, Rejected), by leave type and by department, and use Group by (Employee, Leave Type, Start Date, Status, Requested Days, Reporting Manager, Department, Job Position, Employment Type, Company).
Read each request's employee, department, leave type, start, end, days and status.
The Requested tile on the Leave Dashboard counts only requests whose start date is today or later. The Pending count on Leave Requests counts every request still waiting, whatever its dates, so the two can differ.
Approve a request
Open Leave → Leave Requests.
Choose Requested in the status filter so that only waiting requests are listed.
Find the request and select Approve. The browser asks Approve this leave request?; confirm.
When you confirm, BlueOneHR, in order:
Refuses if you are the person the leave belongs to, or the person who filed it.
Checks the employee's balance for that leave type. If it is not enough, nothing changes and the message reads that the employee does not have enough leave days to approve the request.
Takes the days from carried-forward days first, then from available days, and marks the request Approved.
Sends the notification and the e-mail.
If your organisation has set up multiple approvals for leave (Settings → Configuration → Multiple Approvals), your click is one step of a chain: the request becomes Approved only when the last approver in the chain confirms, and the next approver is notified after each step. A superuser can complete the whole chain in one action on someone else's request. The setting itself is described in Multiple approvals; how a saved chain behaves was not tried.
What you should see. The list reloads and the request shows Approved. The confirmation message reads "Leave request approved successfully..".
Reject a request
Open Leave → Leave Requests and filter to Requested.
Select Reject on the request. A page titled Reject Leave Request followed by the request number opens.
Write the Rejection reason (required) and select Reject Request.
Rejecting marks the request Rejected, returns any days it had set aside to the employee's balance, saves your reason as a comment on the request, and notifies and e-mails the employee. A request that is already rejected is left alone with the message "Leave request already rejected."
Delete
Every row also has Delete, including approved ones. Deleting is not a decision. A request is only removed while it is still Requested; for any other status the request is kept and a warning is shown. Prefer Reject with a reason, so the employee is told and the record stays.
The manager's view
A manager who is not in HR uses the same Leave module.
Approve and Reject appear only for someone who holds the permission to change leave requests. Without it, a waiting request shows no Approve or Reject.
The Approvals item in a manager's sidebar opens My Approvals, a separate screen. Leave requests are not routed through it: leave has its own multi-step approval, described above.
If it does not work
Approve and Reject are missing. You hold the view permission but not the change permission. Ask an administrator; see Roles and permissions.
The Dashboard shows fewer requested than Leave Requests shows pending. See the note about dates above; the two counts are defined differently.
You approved and nothing changed. Check for the message about not enough leave days, and check whether the request belongs to you.
Not confirmed
Approving, rejecting and deleting were not tried live, so the messages and the balance changes above were not seen on screen. The confirmation prompt and the Reject Leave Request page were opened but not submitted.
Whether a manager can approve leave by any other route when their user group lacks the change permission. The Leave Requests screen does not show them the buttons.
Multiple approvals and Leave Allocation Request were not tried.
Related
How leave works
Applying for leave
Leave types
Roles and permissions