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Submit and edit leave and view Leave Calendar

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR plans: Standard, Premium, Platinum 
Available for the following User Access levels: Employee, Manager, Admin

It is crucial for employees to be able to request leave as easily and efficiently as possible. This ensures that managers and colleagues have full visibility of both work schedules and any planned leave dates.

This article explains how to use the Leave feature and its leave calendar, allowing employees to submit leave requests, view their statuses, and track their overall submission history.

Helpful Hint

You can sync your leave requests with your calendar automatically. To learn how to do this, refer to this article.

Manage leave

Submit my leave request
The total hours taken for each day will depend on the employment settings that your company has set. Part-time employees will need to check the auto-populated value for each day to make sure their leave request displays their correct hours.

Helpful Hint

You can apply for future leave and check your accrued balance even if you have not yet accrued enough leave. The platform treats this as projected leave but does not factor in pending requests.

Additionally, you can request half-day leave alongside full-day and multiple-day options, with hours set at 50% of your standard work hours.

  1. Click  Time on the main menu.
  2. Select Leave from the submenu.
  3. Click the Create Leave Request button.
    screenshot of the my leave requests screen, with a highlight on the create leave request button
  4. Complete the following fields:
    • Leave category
    • From
    • To
  5. Click the Submit button.
    screenshot of the request leave page, with a highlight on the submit button
View my leave balance
  1. Click  Time on the main menu.
  2. Select Leave from the submenu.
  3. Click the Create Leave Request button.
    screenshot of the my leave requests screen, with a highlight on the create leave request button
  4. Click the Get latest leave balance button.
    screenshot of the request leave page, with a highlight on the get latest leave balance button
View my leave request
The ability to view a leave request is only available if the payroll platform has processed the leave request in a pay run and imported the pay slips into the Employment Hero platform.

You can use the clock symbol to see the payroll status of the leave request. You can read more about the symbol by referring to the 'Definitions: Symbols' section in the Further Information section of this article.


  1. Click  Time on the main menu.
  2. Select Leave from the submenu.
  3. Click the Filter button.
  4. Filter your search based on:
    • Date Range
    • Leave Category
    • Status
  5. Click the Search button.
    screenshot of the my leave requests page, with a highlight on the filter and search buttons
  6. Click the Actions dropdown button.
  7. Click the View button.
    screenshot of the my leave requests page, with a highlight on the actions and view buttons
  8. View the details of your leave request on the Leave Request popup.screenshot of the leave request modal
View my leave calendar

For users with access, the leave calendar is viewable to everyone in their organisation. You can use it to search for and view both your own and your colleagues' approved and pending leave.

The calendar will only be visible to you as an employee if your employer has enabled it in their custom security settings.

  1. Click  Time on the main menu.
  2. Select Leave from the submenu.
  3. Scroll down to the bottom of the My Leave Requests page to view the leave calendar section.
  4. Use the search and filter options to customise the leave calendar display.
  5. Refer to the displayed individual(s) and their leave dates in the calendar. (For privacy, only pending and approved leave dates are shown, but the reasons for leave are undisplayed.)
    screenshot of Leave Management page, highlighting leave calendar and its search buttons and filters
Add a leave request from the leave calendar as an employee
  1. Click Time on the main menu.
  2. Select My Leave from the submenu.
  3. Scroll to the bottom of the screen to view your leave calendar
  4. Hover over the day on which you wish to add a leave request.
  5. Click on the plus sign.
    leave calendar employee woth the plus sign highlighted
  6. Add the following details:
    • Leave type
    • From
    • Leave duration
    • To
    • Comment (optional)
    • File upload.
  7. Click on Submit in the bottom right-hand side of the pop-up window.
    employee adds leave from leave calendar modal
Add a leave request from the leave calendar as a manager or admin
  1. On your Employment Hero dashboard, refer to your leave calendar.
    find your leave calendar on the employment hero dashboard
  2. Hover your cursor over the day you want to add a leave request to.
  3. Click on the plus (+) button.
    click on plus sign on leave calendar
  4. Add the following details:
    • Who is this leave request for?
    • Personnel
    • Leave type
    • From
    • Leave duration
    • To
    • Comment (optional)
    • File upload.
  5. Click on Save or Approve in the bottom right-hand side of the pop-up window.
    add the leave details then click save or approve in the bottom right-hand side of the pop-up window

Edit data

Edit my leave request

We recommend that you check with your employer before deleting any leave requests that they have already processed in a pay period. If the Actions button is not visible, this means you are unable to delete your leave request and will need to consult your employer for further assistance.

  1. Click  Time on the main menu.
  2. Select Leave from the submenu.
  3. Click the Actions dropdown button.
  4. Click the Edit button.
    screenshot of the my leave requests page, with a highlight on the actions and edit buttons
  5. Make the required changes.
  6. Click the Submit button.
    screenshot of the request leave page, with a highlight on the submit button

Remove data

Delete my leave request

We recommend that you check with your employer before deleting any leave requests that they have already processed in a pay period. If the Actions button is not visible, this means you are unable to delete your leave request and will need to consult your employer for further assistance.

  1. Click  Time on the main menu.
  2. Select Leave from the submenu.
  3. Click the Actions dropdown button.
  4. Click the Delete button.
    screenshot of the my leave requests page, with a highlight on the actions and delete buttons
  5. Click the Delete button.
    screenshot of the delete confirmation pop up, with a highlight on the delete button

Further information

Definitions: Leave status
Pending Your leave is waiting on your manager to approve.
Approved Your manager has approved your leave.
Processing One of the two required managers has approved a two-level leave request.
Declined Your manager has rejected your leave request.
Definitions: Clock symbols
Created at Provides a timestamp of the leave request creation date.
Synced at Provides a timestamp of when the leave request tried to sync with Employment Hero Payroll.
Sync successful States whether the synchronisation of the leave request between the Employment Hero platform and Employment Hero Payroll classic has been successful.
Edited at Provides a timestamp of the last edit done to the leave request after a previous Employment Hero Payroll synchronisation attempt.
Definitions: Symbols
Icon.  Name.  Description. 
  Blue clock  Used for pending or declined leave requests that have not synchronised with Employment Hero Payroll classic. 
  Green clock  Used for approved leave requests that have synchronised with Employment Hero Payroll classic. 
  Red clock  Used for approved leave requests that have not synchronised with Employment Hero Payroll classic. 
  Orange clock  Used for pending, approved, or declined leave requests that have had changes made to them after being synchronised with Employment Hero Payroll classic. 
  Aeroplane You can use the Aeroplane symbol to see if a leave request includes public holidays. The Aeroplane symbol will only show next to approved leave requests. 
  Message  This means the employee has left a note regarding this leave request. 
  Download  This means the employee has attached a file to this leave request. 
  Exclamation  Used to alert an Admin that the employee has entered leave hours for a public holiday. 

Frequently asked questions

Can I apply for leave if I do not have a positive leave balance?
You can still apply for future leave even if you have not accrued enough leave. The platform will accommodate the request as projected leave, but it does not consider pending leave requests in this calculation.
Why can I not see a leave type I am meant to have?
It is best to check this with your employer. Employers, depending on the payroll connection type, can hide certain leave types. If you believe this is a mistake, let your employer know.
Why is my Outlook calendar displaying the wrong leave dates?

There is an occasional issue where external calendar invites in Microsoft Outlook show the wrong date, meaning it is inconsistent with the leave submitted in your Employment Hero platform.

Click on and open the calendar invite often corrects the date display in Outlook.

This issue is due to how Outlook handles .ics calendar invites. As this is an Outlook-specific issue, we recommend contacting Outlook support directly if further assistance is required.

Why can I not view all my leave balances?
It is best to check this with your employer. Employers, depending on the payroll connection type, can hide certain leave balances. If you believe this is a mistake, let your employer know.

Explore related content

  • Sync leave requests with my calendar This article shows you how to adjust your Employment Hero platform settings so your leave requests trigger calendar events and sync with your external calendar.
  • Access my company's organisation chart This article shows you how to view the unique relationships between the various reporting lines, teams, or individuals within your organisation.
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