Leave Application

Leave Application is how employees request time off in Smooth HR. Each application specifies leave type, dates, and optional half-day flags, then routes through approval workflow. Approved applications reduce leave balance and sync with Attendance and Payroll payment days.

Help URL: smoothhiring.com/help/hrms/leaves/leave-application

Table of Contents

1. Overview
2. Where to find it
3. Before you apply
4. Creating a leave application
5. Key fields
6. Approval workflow
7. Half-day and hourly leave
8. Impact on attendance and payroll
9. HR actions on behalf of employees
10. Tips
11. Troubleshooting
12. Related guides

Overview

The Leaves workspace sidebar lists Leave Application as the primary transaction — the document employees use most often after balances are allocated.

Where to find it

Related:

Before you apply

Confirm prerequisites:

View balance: Employee Leave Balance report or balance field on the application form.

Creating a leave application

Step 1: New application

1. Leave Application → Add Leave Application.
2. Employee — auto-filled for self-service; HR selects employee if creating for someone else.
3. Leave Type — Casual, Sick, Earned, LWP, etc.
4. Company and Department — pulled from employee.

Step 2: Dates

1. From Date — first day of leave.
2. To Date — last day (same as From Date for single day).
3. Half Day — check if only half day on From Date (or configured date).
4. Half Day Date — which date is half day (if different).

System calculates Total Leave Days automatically excluding weekly offs and holidays per Leave Type rules.

Step 3: Details

1. Reason — optional but recommended for audit.
2. Leave Approver — defaults from employee; override if needed.
3. Follow via Email — notify approver on save.

Step 4: Save and submit

1. Save — status Open (draft) or submit directly per your workflow.
2. Submit — triggers approval notification.
3. Approver sets status to Approved or Rejected.

Key fields

Approval workflow

Approvers can act from:

1. Leave Application list → open document → Approve / Reject.
2. Email link (if configured).
3. Workflow with multi-level approval (if customized on your site).

Enable Send Leave Notification in HR Settings → Leaves tab for email alerts.

Half-day and hourly leave

Total Leave Days shows decimal (e.g., 2.5) for half-day scenarios. Balance deducts accordingly.

Some leave types disallow half-day via Allow Negative Balance or max rules — check Leave Type settings.

Impact on attendance and payroll

Attendance

When Auto attendance on leave approval is enabled (HR Settings):

• Approved dates mark Attendance status On Leave.
• Half days may mark Half Day status.

Manual environments require supervisors to mark attendance or use Employee Attendance Tool.

Payroll

Payroll Entry reads approved leave before cutoff. Unapproved Open applications do not affect payroll.

HR actions on behalf of employees

HR Users and HR Managers can:

Document reason in Reason or comments for audit trail.

Tips

• Apply before blackout periods — block lists cannot be overridden without HR Manager role.
• Check balance on mobile before multi-day trips.
• Use Compensatory Leave Request after working holidays — separate from regular application.
• Managers: act before payroll cutoff — pending Open applications cause attendance gaps.
• Attach medical certificate — use Attachment on sick leave for policy compliance (custom field if required).

Troubleshooting

Related guides

• Leaves overview
• Leave Policy
• Leave Allocation
• Attendance
• Payroll overview

Last updated: May 2026