CiviHR Leave Module: A simple solution for managing staff absence

Written by Charlotte - 18 Oct 2017 Category: Version release

 Managing staff leave is one of the biggest tasks for any HR professional.

 Managing staff leave is one of the biggest tasks for any HR professional. Employee absence presents a significant cost to any organisation, so it’s important to monitor this and ensure that employees receive the right information about leave entitlement.

It’s common for organisations to include staff with different leave allocations; non-profits will likely face greater challenges, with the workforce consisting of full and part-time employees, temporary contracts, gig economy workers, and volunteers, all of whom require different arrangements for sick leave, holidays and TOIL.  With these challenges in mind, we’ve redesigned the CiviHR Leave module to support the diverse and complex needs of non-profits, and to make the everyday process of requesting, approving and monitoring leave quick and simple.

Leave Types

There are three default leave types: Holiday/Vacation, TOIL, and Sick leave, with the option to add more. It is possible to run reports on all of these, presenting the information in a variety of ways including heatmaps or bar charts.

Carry Forward leave & Configure Work Patterns

HR Admin users can choose to carry forward surplus leave, and set rules to determine the number of days permitted to rollover. Work patterns are configurable; users can record different staff working patterns and leave allocations, easily differentiating between contracts,  such as those on two days a week, those working compressed hours and those on temporary contracts.

Automate Leave Calculation

Depending on organisational requirements, public holidays can either be ignored or included when calculating total leave requested. Time off in lieu (TOIL) is automatically calculated taking into consideration differences such as pro-rata allocations and leave carry forward rules, meaning that staff can record flexible work patterns with minimal administrative overhead. Users can select half days for the beginning and end of their leave periods. Future releases will allow users to record absences for smaller periods of time, allocating leave on an hourly basis.

Request Further Details

Those approving leave can ask staff for more information and supporting documentation before approving an absence. Each request includes a section for staff to upload documents like doctor’s notes.  If more information is required, a corresponding status will be assigned automatically to the request to indicate that further action is needed before the absence can be approved.

Calendar View

Leave requests can be viewed by time period in the calendar view, and absence balances can be monitored across teams. Click on leave requests displayed in the calendar to view the detailed information and edit where necessary.

Leave Calendar View

Admin's calendar view of leave requests. Different colours indicate different absence types.

For instructions on how to use the Leave module, please view the Leave Management section of the CiviHR User Guide.  

Improving employee experience

All too often, employers overlook the importance of using technology to improve employee experience. CiviHR puts users at the heart of its design. Intuitive and easy to use, the Leave module displays clearly and simply on mobile phones. Staff can login into the Self Service Portal and monitor their leave requests, adding more information as required and cancelling or editing the request if the original submission needs to change. The module represents a significant upgrade to CiviHR, giving HR professionals and their staff new ways of managing complex leave requests that are more efficient and pleasing to use.

To find out more about the Leave module, or anything else to do with CiviHR, please contact Charlotte:

About CiviHR

CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere.


CiviHR is a project to create affordable HR software for non-profit organisations. By developing open source technology the benefits can be shared with non-profits everywhere. 

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