Leave Approval — For HR and Admins

By Monirul Islam · 2026-03-13 · Leave

HR and Admin users have the final say in OpenHR's leave approval process. You also have tools to create, edit, and delete leave records directly — making you the central point of leave administration.

HR Leave Administration Panel

Go to the Leave page. You'll see the "HR Administration" section with two tabs:

Pending Leave Approval Tab

Shows all requests waiting for your action:

• PENDING_HR requests (green badge) — Already approved by the manager, waiting for your verification.
• PENDING_MANAGER requests (orange badge) — If the workflow skips the manager step or if you want to override.

Click "Verify" or "Review" to open the request details.

What you see in the review modal:

• Employee name and leave details
• The employee's original reason
• Manager's remarks (if the request was forwarded from a manager)
• A field for your "Admin Remarks"

Your actions:

• Approve — Final approval. Status changes to APPROVED. Leave balance is deducted automatically per leave policy.
• Decline — Rejection. Status changes to REJECTED. Employee is notified.

All Leaves Tab — Complete Leave Records

A comprehensive view of all leave records in the organization:

• Search by employee name, leave type, or status.
• View full leave history with status, dates, and duration.
• Quick actions on each record:
  • Review — Approve or reject pending requests inline.
  • Edit — Modify leave details (dates, type, days, status, remarks).
  • Delete — Permanently remove a leave record.

How to Create Leave Records Manually

Admins can create leave records on behalf of employees:

1. Click the "Add Leave" button.
2. Select the employee from the dropdown.
3. Choose leave type — all 7 types available including Maternity, Paternity, Earned, and Unpaid.
4. Set start and end dates.
5. Total days are auto-calculated (editable — supports half days like 0.5).
6. Set the status directly (you can set it to APPROVED to skip the workflow).
7. Add admin remarks.
8. Submit.

Admin Override — Processing Stuck Leave Requests

If a leave request is stuck at PENDING_MANAGER (manager hasn't responded), you can:

• Click "Review" on the request.
• The modal shows as an "Admin Override" action.
• You can approve or reject directly without waiting for the manager's approval.

Related Guides

• How to Apply for Leave — The employee leave submission process.
• Leave Approval for Managers — The first approval step.
• Understanding Leave Policies — Allocations and workflow configuration.
• Managing Employees — Employee directory and profile management.
• Custom Leave Types — Special leave types like Maternity and Paternity.