CV Leave Request User Manual

1. Overview

• The CV Leave Request system is a centralized platform designed to streamline and manage employee leave requests within an organization. It provides a structured and efficient approach for handling leave processes across different roles.
• The system enables:
  1. Employees to apply for leave and track the status of their requests
  2. Managers to review, approve, or reject leave applications submitted by their team members and can Apply their own Leave
  3. Administrators to configure holidays, manage leave settings, and maintain system controls
• Overall, the system enhances transparency, simplifies leave tracking, and improves the efficiency of leave management processes across the organization.

2. User Roles and Access

• The system operates based on three user roles:

• 2.1 Normal User (Employee)

  1. A Normal user can:
  2. Apply for leave
  3. View leave status
  4. Withdraw pending leave requests
  5. View upcoming holidays

• 2.2 Manager

• A Manager has all Normal user permissions and can additionally:
  1. View their team leave requests
  2. Approve or reject leave requests
  3. Apply for their own leave requests and view there leave status
  4. View team members who are on leave

• 2.3 Admin

• Admin users have full access to the system, including:
  1. Managing holidays
  2. Configuring system settings
  3. Managing notifications and email templates
• Note: Roles are assigned through SharePoint Groups.

3. Dashboard

• The dashboard provides a centralized view of leave-related information, allowing employees and managers to quickly understand leave balances, track requests, and plan accordingly.

• 3.1 Dashboard for Employees

• The dashboard includes the following components:
  

• Leave Balance Summary

• At the top of the dashboard, employees can view their leave balances for each leave type, such as:
  1. Paid Leave
  2. Sick Leave
  3. Loss of Pay
• Any additional leave types configured by Admin

• Each card displays:

  1. Total Balance – Available leave balance
  2. Used – Number of leaves already utilize
  3. This helps employees quickly understand their remaining leave availability.

• My Leaves

  1. Displays a list/summary of the employee’s recent leave records
  2. Shows applied leave dates and their current status (e.g., Pending, Approved,
     Rejected)
  3. Helps employees track the progress of their leave requests in real time
     Upcoming Holidays
  4. Displays a list of upcoming holidays configured by Admin
  5. Includes both Festival Holidays and National Holidays
  6. Helps employees plan their leaves in advance

• 3.2 Dashboard for Managers

• Managers get an extended dashboard view with pending team leave requests and real-time visibility into who is on leave.
  
• In addition to the Employee dashboard view, Managers have access to the following additional sections:

• Pending to Review

• Displays leave requests submitted by team members that require approval
• Shows key details such as:
  1. Employee Name
  2. Leave Type
  3. Leave Date(s)
  4. Status
• If there are no pending requests, the system displays “No Results Found”

• Managers can:

  1. Review the leave request detail
  2. Approve leave requests
  3. Reject leave requests
  4. Apply for their own leave and can also track their own leave status
• This section helps Managers take quick action on team leave requests.

• Team on Leave

• Displays team members who are currently on approved leave
• Shows:
  1. Employee Name
  2. Leave Date(s)

• Purpose:

  1. Helps Managers track team availability
  2. Assists in planning and workload distribution

4. Leave Types

• The system supports multiple leave types that can be configured based on organizational requirements.
  1. Paid Leave
  2. Sick Leave
  3. Additional Leave Types (configured by Admin)
• Admin can create and manage leave types as needed. All configured leave types are automatically available to employees and managers when applying for leave.

5. Apply for a Leave Request

• • Users can apply for leave using the “Apply Leave” button.
• Steps to Apply:
  1. Navigate to the Leaves tab
  2. Click on “Apply Leave” Button
  3. Fill in the required fields:
     1. Leave Type – Select from available leave types
     2. Start Date – Select leave start date
     3. End Date – Select leave end date
     4. Session Type:
        ▪ First Half (half day i.e. Before Break)
        ▪ Second Half (half day i.e. After Break)
        ▪ Full Day
  4. Reason – Enter reason for leave
• Click on “Submit” Button

  • 5.1 Important Notes

• Ensure dates are selected correctly before submitting
• Session selection determines whether the leave is half-day or full day
• Once submitted, the request moves to the approval workflow

6. Leave Management

• 6.1 Tabs for Normal Users/Employee

• Employees can view and manage their leave requests across four status tabs — pending, approved, rejected, and withdrawn.
  
• My Pending
  1. Displays all leave requests which are waiting for approval
  2. Users can withdraw requests from this tab
• Note: Only pending requests can be withdrawn
• Approved
  • Displays all approved leave requests
• Rejected
  • Displays all rejected leave requests
• Withdrawn
  • Displays leave requests withdrawn by the user

• 6.2 Tabs for Managers

• Managers have access to all tabs available to Employees, along with an additional tab
  as described below:
  
• Pending to Review
  • Displays leave requests submitted by team members
  • Managers can:
    1. Approve or Reject leave requests

7. Approving or Rejecting Leave (Manager)

• Steps:
  1.  request
  2. Review the details
  3. Go to Leaves → Pending to Revie
  4. Select the leave
  5. Click on:
     • Approve to confirm the leave request.
     • Reject to decline the leave request.

8. Withdraw Leave Request (User or Manager)

• Both Users and Managers can withdraw only leave requests that are still in pending status.
• Steps:
  1. Navigate to My Pending
  2. Select the leave request
  3. Click on “Withdraw” button
• The request will move to the Withdrawn tab, and the reporting person will be notified.

9. Filters and Search

• The system provides filtering options to easily locate leave records.
• Available Filters
  1. Leave Type
  2. Date Range
  3. Status
•  Usage:
  1. Apply filters to narrow down leave records
  2. Useful for tracking past or specific requests

10. Holidays Management (Admin Only)

• Admins can manage the full organizational holiday calendar — adding, updating, and removing holidays to keep records accurate system-wide.
  
• The Holidays tab is accessible only to Admin users and provides a centralized interface for managing organizational holidays.
• Through this section, Admins can view the complete list of holidays and perform actions such as adding new holidays, updating existing entries, and removing holidays as required.
• This ensures that all holiday information remains accurate and up to date across the
  system.

• 10.1 Adding Holidays

• Add a new holiday by entering the festival name, date, description, info link, and image to display it across the system.
  
• Steps:
  1. Navigate to Holidays
  2. Click Add Holiday
  3. Enter details:
     • Holiday Name
     • Date
     • Description
     • Link of festival
     • Festival Image

• 10.2 Managing Holidays

• They can also:
  1. Edit existing holidays
  2. Delete holidays

• 10.3 Impact of Holidays

• Holidays are displayed in the Upcoming Holidays section
• Helps users plan leave accordingly

11. Settings (Admin Only)

• The Settings section allows Admins to configure system behaviour and manage leave policies across the organization.
  
• It includes:
  1. General Settings
  2. Notification Settings
  3. Email Templates
• Only Admin users have access to this section.

• 11.1 General Settings

• The General Settings section enables Admins to define and manage leave-related configurations.
  

• Add Leave Types

• Admin can configure Leave Type:
• To add a new leave type, navigate to General Settings, select “Configure Leave Types” and click on the “Add New Leave Type” button.
• Define name, colour code for leave, and image while adding new leave type
• Click on “Save” button

• Leave Limit

• Admin can configure the number of leaves available for each leave type.
• Leave limits can be updated anytime based on company policy.

• Configure Leave Limits

• Admins can view and configure individual leave limits per employee across all leave types from a single centralized interface.
  
• Admin can view all the leave record with for all employees in a structured list.
• Admin can configure and update leave limits for each leave type.
• Provides a centralized interface for managing leave policies efficiently

• Assign Leave Balance to Employees

• 
• Manually allocate leave balances per employee during onboarding, year-start, or whenever individual adjustments are needed.
  Admin can manually assign leave balances to employees
• Usage:
  1. During employee onboarding
  2. For balance adjustments
  3. For correcting leave records

• Carry Forward Leaves

• Roll over unused leave balances from the current year to the next for all users with a single confirmation action
  
• Allows unused leaves to be carried forward
• Helps retain unused leave balance

• Add Admin

• From the Settings section, existing Admin users can grant Admin access to other users as required.

• Manage Taxonomy

• Rename navigation tabs to match your organization’s internal terminology, with changes reflected instantly across the system.
  
• Admins can manage tab taxonomy to customize tab names within the system.
• Allows customization of tab names based on organizational requirements
• Enables updating tab names to align with internal terminology
•  Improves clarity and overall user experience
• Any changes made are reflected across the application for all users

• Year Format

• It also has the option to set the leave year format as Calendar Year or Financial Year
  

• 11.2 Notification Settings

• Admin can manage system notifications by turning them “on” or “off”
  
• Leave Apply Notification for Manager
• Leave Approve Notification for Employee
• Leave Reject Notification for Employee
• Leave Withdraw Notification for Manager

• 11.3 Email Templates

• Customize email content for leave application, approval, rejection, and withdrawal notifications sent to employees and managers.
  
• Admin can configure email templates used in the system
• Email templates are used for:
  1. Leave application notifications
  2. Approval notifications
  3. Rejection notifications
  4. Withdraw notifications

12. Email Notifications

• The system automatically sends email notifications for:
  1. Leave application submission
  2. Leave approval
  3. Leave rejection
  4. Leave Withdraw
• This ensures all users are informed of leave status updates.

13. Access Control

• Feature	Staff/Employee	Manager	Admin
  Apply Leave	✔	✔	✔
  View Own Leaves	✔	✔	✔
  Withdraw Own Leave	✔	✔	✔
  Approve/Reject Leave	✖	✔	✖
  View Team Leaves	✖	✔	✖
  Manage Holidays	✖	✖	✔
  Access Settings	✖	✖	✔

14. System Limitations – Free Version

• The free version supports up to 50 leave requests and 1 leave type — upgrade to unlock unrestricted requests and unlimited leave types.
  
• The Free Version of CV Leave Request includes limited functionality.
• The following restrictions apply:
  1. Maximum 50 Leave Requests
  2. Maximum 1 Leave Type
• If a user attempts to exceed these limits, the system will display a Premium Upgrade popup.
• The free version provides limited functionality. To use the full feature of this solution, you need to activate or purchase subscription.

15. Key Guidelines

• Employee/Staff can only manage their own leave requests.
• Managers can only act on team members’ requests and can apply for their own leave also.
• Withdraw is allowed only for pending requests.
• Admin features are restricted to Admin users only.

16. Support

• For technical assistance, feature requests, or questions about pricing and licensing, contact Codevision Technologies Private Limited through one of the following channels:
  1. Email: support@thecodevision.com
  2. Web: https://thecodevision.com/
  3. AppSource listing: search for “CV Leave Request” on Microsoft AppSource and use the Contact Publisher link.