Employees see their remaining balance in real time and open a request with two clicks on the calendar. From accrual to days used, from cancellation to refund, every movement that touches the balance stays as its own line in the leave history — so nobody has to ask "why did my balance change?".
The only thing that builds trust in leave management is the record. In Flexit24 every transaction that touches the balance — accrual, usage, cancellation, refund, manual adjustment — is written to the leave history as its own line, and no line is ever deleted.
Your annual leave balance carries over to the next year. Every movement of the year is listed below; each line shows its effect on your balance.
Leave taken is deducted as a minus line; when the leave is cancelled the same number of days comes back as a plus line. Both lines stay in the history, neither overwrites the other. The answer to "why did my balance change?" is on one screen, with its date and its amount.
Every line carries the person who made the change, the date and a note. Manual balance corrections follow the same rule — nothing changes silently.
Employees open their own history from their profile, HR opens it from the employee card. Both sides read the same list, so there is no argument over different numbers.
The history and the leave reports export to Excel and PDF, so no one hunts for records during an audit or an exit settlement.
The point of the leave history is not just record keeping; it is that the employee can follow the whole process from their own screen. Why the balance changed, which step the request is waiting at, how many days came back after a cancellation — it is all written there. So the HR specialist stops answering the same questions all day and gets back to the work that matters.
Leave management is the end-to-end process of calculating, requesting, approving and recording every kind of employee absence — annual leave, excuse leave, unpaid leave, parental and sick leave. In a well-designed system every employee sees their remaining balance at any moment, every request passes through an approval chain, and every movement is written to a history that is never overwritten.
The backbone of the process is the balance calculation: accrual earned by seniority, minus days used, plus days refunded after a cancellation. Flexit24 derives the accrual from the employee's start date and posts it automatically on each anniversary, so no one maintains a spreadsheet.
When leave is tracked in spreadsheets, balances drift, refunds after cancellations are forgotten and HR spends the day answering the same question. The Flexit24 leave management module joins every step in one flow: request from the calendar, multi-step approval, automatic refund on cancellation, and a leave history both the employee and HR can read.
Your leave balance is the result of a calculation, not intuition. Flexit24 shows this calculation transparently, step by step.
Remaining Balance = Leave Accrued − Leave Used − Leave Pending Approval. Flexit24 shows these three line items separately; no number stays hidden behind the system. On the employee panel you can see the breakdown instantly — "I've accrued 14 days, used 5, 2 are pending approval, and I have 7 days left." This transparency completely removes the "How much leave do I have left?" uncertainty and creates a single source of truth shared by HR and the employee.
The minimum number of days based on seniority (14/20/26) is calculated automatically from the hire date; if company policy grants more, that value is used instead.
Every approved and past-dated leave day is totaled under this line item; you can view the date, number of days, and type used.
Days requested but not yet approved are shown separately as "pending" without being deducted from the balance; if the request is rejected, the balance is never touched.
The remaining balance — the result of the formula — always shows the same number on both the employee's and manager's screen; no manual calculation or Excel needed.
What changes at your company with the HR Module? Here are the main features and their benefits.
You can submit your leave request in seconds. The rest of the process depends on your manager's approval speed; you can track the status of your request at any time.
Even mid-flight :) Easily create leave requests from your computer, phone or tablet; track the approval process and your history from anywhere.
See your remaining, used, and pending-approval day counts transparently from a single screen; the balance updates instantly as your requests get approved.
When you cancel an approved leave, the used days are automatically restored to your balance; the transaction appears as a separate record in the history.
Cancelling an approved leave doesn't mean the days are lost. The process runs transparently, end to end.
The employee or manager converts an approved leave — whether not yet started or already in progress — into a cancellation request through the system.
Depending on the rule your organization defines, the cancellation request is processed automatically or with manager approval.
The moment the cancellation is approved, the number of days for that leave is automatically added back to the remaining balance; no manual correction needed.
The restoration appears as a separate line in the leave history as "cancelled — X days restored"; you can trace the date and who cancelled it.
The remaining balance on the employee panel updates within seconds after the restoration; both employee and manager see the same current number.
In Flexit24 the leave request form does not stand alone: a live leave calendar opens next to it. The employee does not type dates, they pick them — and the day count, the return-to-work date and the effect on the balance are calculated instantly.
The employee picks two days on the calendar and everything in between is marked. The date fields fill in behind the scenes, so there is no typing and no wrong range.
If the company works Monday to Friday, weekends and public holidays appear disabled and cannot be selected. A weekend that falls inside the range is marked as "not counted" and is not deducted from the balance.
Days with a previously approved leave are highlighted and cannot be picked again. For excuse leave the hours are checked too, so an overlapping request cannot be submitted.
The first day can be marked as afternoon only and the last day as morning only. Each half-day choice takes 0.5 day off the balance and shows up immediately in the summary.
Below the calendar the summary shows the start, the end, the calendar days and the days that will be deducted, side by side. The employee knows exactly what the request costs before sending it.
In Flexit24 every leave type is defined with its own balance and its own approval rule; the employee picks the right type when requesting and the system deducts from the right balance.
The statutory entitlement earned by seniority. Flexit24 derives the accrual from the employee's start date, posts it on each anniversary and keeps used days and carried-over days on separate lines.
Short absences taken in hours. Flexit24 calculates them in hours and minutes, deducts them from a separate balance and posts them to the timesheet as hours.
Paid leave granted when an employee marries, defined with its own day count and approval rule.
Pre- and post-natal maternity leave and paternity leave are separate types; the date range is reflected on the team calendar.
Paid leave used on the loss of a close relative, tracked as its own type.
Leave taken without pay. It leaves the balance untouched but appears separately on the timesheet, so payroll stays correct.
Leave based on a medical report; the document is attached to the request and stored in the personnel file.
Define your own leave types and set, for each one, whether it runs in days or hours and which approval chain applies.
The main problems that arise when leave tracking runs on Excel, paper, or email chains.
With leave tracking run through manual spreadsheets and email, the balance sometimes isn't up to date; conflicting numbers create a trust problem between HR and the employee.
With cancellations done on paper or by email, restoring days to the balance can be forgotten; the employee quietly loses leave they were entitled to.
Manually tracking seniority-based minimum leave periods (14/20/26 days) can lead to calculation errors, and in turn, legal shortfalls.
In an approval process that moves through an email chain, who approved what and which requests are still pending becomes impossible to track.
Employees with 1 to 5 years of service, up to and including 5 years, are entitled to at least 14 days of paid annual leave.
Employees with more than 5 and less than 15 years of service are entitled to at least 20 days of leave.
Employees with 15 years of service or more are entitled to at least 26 days of leave.
The right to annual leave arises after at least 1 year of employment, including the probation period, and is non-waivable.
For employees in these age groups, leave duration cannot be less than 20 days, regardless of seniority.
With mutual agreement, leave can be taken in installments, provided each installment is at least 10 days.
The questions we get most often from customers, with clear answers.
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