Employee Portal - Leave Application and Approval Process

Overview of the process

Employees submit leave online via WebLeave in the Employee Portal; their managers or designated approvers then review and approve or reject those requests in both the portal and HRPro.

When a request is approved, HRPro automatically creates a corresponding Leave Entry and updates balances and reports, so the leave is reflected in attendance and leave records.

Employee side: applying for leave

The employee logs into the Employee Portal and goes to the Leave Application screen to request time off.

They select a leave type (such as annual, sick, no pay, OT leave or other configured types), enter dates and reasons, attach documents if required, and submit the application for approval.

Whether a leave type appears for a given employee depends on rules in Leave Type (e.g. visibility in WebLeave, employee class, gender, contract type), and the portal can display the employee’s leave balance if configured.

Approver side: reviewing and approving

Approvers (managers or HR) see pending requests in Leave Approval in the Employee Portal or in Leave Application Approval inside HRPro.

They review details such as leave type, dates, duration, reason, and balances, optionally using team calendars for context, then choose to approve or reject, and can add remarks if required by the leave setup.

Depending on how Approval Workflow and Leave Application Approval Action is final are configured, approvals may follow level‑by‑level workflow or be treated as final in one step.

Upon approval, the system creates a Leave Entry and updates attendance/leave data; upon rejection, no Leave Entry is created, and the request becomes inactive.

Notifications, status tracking, and reports

Email notifications can be sent to applicants and approvers on submission, approval, or rejection, unless disabled in Leave Module or Employee Portal setup.

Employees can monitor progress in Leave Application Status, where they see each request’s approval status and, if enabled, a View/Cancel button for approved leave.

HR and managers can use Leave Application Report to view all WebLeave applications with details such as periods, status, approvers, approval dates, and remarks, helping them manage leave processing and audits.

Cancellation and related flows

If the Cancel Leave Request feature is enabled, an employee can open an approved leave from Leave Application Status, submit a cancel request, and send it through a similar approval workflow for cancellation.

Approvers then approve or reject the cancel request; if approved, HRPro removes the related Leave Entry and notifies the employee of the result.

流程概覽 Overview of the process

員工透過 Employee Portal 中的 WebLeave 線上提交請假申請，而其直屬主管或指派的審批人會在入口網站及 HRPro 中審核並批准或拒絕這些申請。

當申請獲批時，HRPro 會自動建立對應的休假條目，並更新假期結餘及相關報表，讓是次假期正確反映在出勤及假期記錄之中。

員工端：申請休假

員工登入 Employee Portal，進入 [休假申請] 畫面以提出休假申請。

他們選擇假期類型（例如年假、病假、無薪假、補假或其他已設定的類型）、輸入日期及原因，如有需要可上載附件，然後提交申請以供審批。

至於某一員工可見哪些假期類型，則取決於休假種類中的規則（例如是否顯示於 WebLeave、員工類別、性別、合約類型等），而入口網站在有設定的情況下亦可顯示該員工的假期結餘。

審批端：檢視及審批

審批人（主管或人力資源）會在 Employee Portal 的 [休假審批]，或 HRPro 內的 [休假申請審批]

他們會檢查假期類型、日期、時數／天數、原因及結餘等資料，並可視需要參考團隊行事曆作背景考量，然後決定批准或拒絕，如假期設定有要求，亦可輸入批註。

視乎「審批工作流程」及「休假申請審批行動是最終決定」的設定，審批流程可以採用逐級審批，或在單一步驟完成最終審批。

當申請獲批時，系統會建立一筆休假條目並更新出勤／假期資料；若被拒絕，則不會建立休假條目，該申請會變為非活動狀態。

通知、狀態追蹤及報表

除非在休假模組或 Employee Portal 設定中停用，否則系統可於提交、批准或拒絕時向申請人及審批人發送電郵通知。

員工可在 [休假申請狀況]中追蹤申請進度，查看每一張申請的審批狀態，並在啟用相關功能時，對已批准的假期使用「查看/撤銷」按鈕提出取消申請。

人力資源及主管可以使用 [休假申請報表] 檢視所有 WebLeave 申請，包括時段、狀態、審批人、審批日期及備註等詳細資料，以便管理整體請假處理及稽核工作。

取消申請及相關流程

若已啟用「撤銷休假申請」功能，員工可從 [休假申請狀況] 開啟已批准的假期，提交取消請求，並透過類似的審批流程進行取消審批。

審批人其後會批准或拒絕該取消請求；如獲批准，HRPro 會刪除相關的休假條目，並以通知告知員工審批結果。