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e-Leave Management Guide

Comprehensive guide to managing leave applications and approvals

Multi-Level Approval Hierarchy

In many situations, you need multiple approvals for leaves. For example, an operator's leave may need approval from the supervisor, production head, and department head. Our flexible Approval Hierarchy can have as many levels as you want with groups of approvers.

Flexible Approval Groups

Leave can be approved by either Supervisor A or Supervisor B. The system supports multiple approvers at each level.

Approval Hierarchy

Set Up Multi-Level Approval

1 Access Approval Settings

Navigate to HR > Approval Setting > Approval Set

Step 1

2 Add Authorized Superiors

  1. Click the "+" sign to add new approvers
  2. Search and select the employee
  3. Set the approval level (Level 2, Level 3, etc.)
  4. Repeat for all required approvers
  5. Click Save

3 Assign Approval Sets to Employees

Go to Employee > Employee List, select an employee, then Action > Edit > Employment tab.

Choose the appropriate approval set for Leave Approval Set and Claim Approval Set.

Step 3

Leave Approval Process

Sequential Approval Process

Leave applications must be approved sequentially from one level to the next:

  • Authorized superiors see pending approvals in their queue
  • If a higher level tries to approve before lower levels, no action buttons will be available
  • System records approval date/time for each level

This ensures proper authorization flow and maintains an audit trail.

Sequential Approval

Bypass Approval Process

The system allows configured bypass approvals when needed:

  • Authorized superiors can skip other approvers if permitted
  • Once bypassed, skipped approvers can no longer act on the request
  • Useful for urgent situations requiring expedited approval

Bypass settings must be configured in advance by administrators.

Bypass Approval

Multi-Branch Management

BizCloud HRM simplifies leave and attendance management for companies with multiple locations (e.g., Penang, Malacca, Selangor).

Creating Employee Groups

  1. Create employee groups for each location (e.g., "Penang", "Malacca")
  2. Assign employees to appropriate groups in their profiles

Location-Specific Holidays

Set public holidays for each employee group:

  • Only applicable to the specified location group
  • System blocks leave applications on holidays
  • Clearly shows non-working days in attendance reports
Multi-Branch

Holiday Leave Restrictions

Employees cannot apply for leave on their location's public holidays. The system displays: "You are not working on this day" if attempted.

Claim Leave Process

1 Login to BizCloud App

  • Input your Username and Password
  • Enter Company Code
  • Complete the CAPTCHA verification

2 Access e-Leave Tab

  1. Click on the e-Leave tab
  2. Select Claim Leave option

3 Submit Leave Application

  1. Select leave type
  2. Choose dates
  3. Enter reason
  4. Click Submit for Approval

4 Track Application Status

View your pending and approved leaves:

  1. Go to e-Leave tab
  2. Select Claim Leave List
  3. Check status in the Status tab

Apply for Leave

1 Fill Leave Application

Go to the Apply Leave page and fill in all required leave application information.

2 Upload Attachments

Attach any supporting documents if required (medical certificates, etc.).

Supported formats: PDF, JPG, PNG (max 5MB)

3 Submit Application

Press "Submit for Approval" to complete your leave application.

4 Check Application Status

Navigate to Dashboard > e-Leave > Application History to view your submitted leaves.

All applied leaves will be listed with their current status.

Cancel Approved Leave

If your group permissions allow, you can cancel approved leaves:

  1. Find the approved leave in your Application History
  2. Click the "Allow Cancel" button (highlighted)
  3. Confirm the cancellation

Note: This feature must be enabled by your administrator.

e-Leave Features

Application History

The Application History allows you to:

  • View all leaves applied by you
  • Cancel leaves (before or after approval if permitted)
  • Check approval status (pending/approved/rejected)
  • View the approval trail (who approved/rejected)

The Leave Calendar provides a visual overview:

  • View all staff leaves in a monthly calendar
  • Click employee names to see their leave details
  • See approved/pending status for each leave
  • Rejected and canceled leaves are not displayed

Approvers can manage leave applications:

  • Only see subordinate leave applications
  • "In Progress" leaves require attention
  • Click "Decision" to approve/reject
  • View all relevant information before deciding
  • Submit decision with one click

Generate comprehensive leave reports:

  • View all leave types with taken/balance days
  • Export reports for record-keeping
  • Filter by date range, department, or employee

To submit a leave claim:

  1. Navigate to e-Leave > Claim Leave
  2. Enter claim date and reason
  3. Submit for approval
  4. Check status in Claim Leave List

Approved claims are automatically credited to your Replacement Leave balance.

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