Vacation days, sick leave, and everything in between: Clokio's leave management module handles the full lifecycle of time off, from the moment an employee taps "request" to the day the leave appears in attendance reports. This guide covers the flow for employees, the configuration for admins, and the approval process that connects them.

The Leave Request Flow

Requesting leave in Clokio is designed to take under a minute:

The employee opens the Clokio mobile app and goes to the leave section.
They choose a leave type, for example annual leave or sick leave.
They pick the date range: a single day or a span of days.
They add a reason, and when relevant attach a supporting document, such as a doctor's note.
The request is submitted with a pending status, and the admin is notified.

Before the request is even created, Clokio validates it. The system checks the employee's remaining quota for that leave type and looks for overlaps with existing requests, so an employee cannot accidentally double-book the same days or exceed their allowance without anyone noticing.

Leave Types

Leave types are fully configurable per organization. Out of the box you can work with categories like:

Annual leave - planned vacation days, counted against the yearly quota.
Sick leave - illness days, often with a document attached.
Other custom types - your organization can define additional categories that match local labor rules and internal policy.

Because leave types live in your organization's settings rather than being hardcoded, you can rename them, add new ones, and decide how each behaves. Every leave request always references one of these types, and reports break down time off by type.

Quotas and Policies

Each employee has quotas that define how many days of each leave type they can take. Admins configure leave policies, including annual quotas, in the settings area of the web dashboard, and policies can differ between locations, which matters when branches operate in countries with different legal minimums.

Two things to know about quotas:

Validation is automatic. When a request would exceed the remaining quota, the system flags it during submission, so the conversation happens before the vacation is booked, not after.
Annual quotas reset. Clokio resets annual quotas on a yearly cycle so each new year starts with a clean allowance.

The Approval Process

Pending requests reach admins through two channels, and both lead to the same decision.

From the Web Dashboard

The Leaves page in the admin dashboard lists requests with their status, dates, type, and attached documents. An admin reviews the details and approves or rejects with one click. The workflow is safe under pressure: Clokio guards against the same request being processed twice, even if two admins act at the same moment.

Directly from Email

When a request comes in, the admin receives an email notification that includes secure action links. Clicking approve or reject in the email processes the decision without logging in to the dashboard. The links are cryptographically signed, so they only work for the intended request and cannot be forged or tampered with. This makes it practical to handle leave requests from a phone between meetings.

After a decision, the employee is notified of the outcome. If the request was rejected, the reason is communicated so the employee knows where they stand.

What Happens After Approval

An approved leave does not just sit in a list. Clokio writes the leave into the attendance record for each approved day, so:

The daily attendance view shows the employee as on leave rather than absent.
Monthly reports and summaries count leave days correctly.
Nobody has to reconcile a separate vacation spreadsheet against attendance at the end of the month.

This connection between leave and attendance is one of the main reasons to manage both in one system: a person who is on approved annual leave is never mistakenly counted as missing.

Keeping Track of Time Off

Both sides get visibility:

Employees see their request history and statuses in the app, along with how much quota they have left, so they can plan before they ask.
Admins see the organization-wide picture on the Leaves page: who is away, when, and for what reason, plus history for every employee. This makes it easy to spot overlapping vacations inside one team before approving another request for the same week.

Supporting Documents

Some leave types call for evidence, most commonly sick leave. Employees attach documents during the request, and the files are stored securely in cloud storage scoped to your organization, visible to admins reviewing the request. This keeps sensitive documents out of email threads and in one auditable place.

Common Questions

Can an employee cancel a request?

An employee can follow up on pending requests from the app. Once a request has been approved, changes go through the admin, who can adjust the record from the dashboard. This keeps the attendance data that was already generated consistent.

What stops two admins from approving the same request twice?

Clokio locks the request during processing and re-checks its status before applying a decision. If a second admin acts on an already-processed request, the system simply refuses the duplicate action.

Do approved leaves show in attendance reports?

Yes. Each approved day is written into attendance with the appropriate leave status, so daily views and monthly summaries reflect time off automatically.

Can different branches have different vacation policies?

Yes. Leave policies, including quotas, are configured per location, so a branch in one country can follow different rules than a branch in another.

What happens to unused annual leave at the end of the year?

Annual quotas reset on a yearly cycle. How unused days are treated is a matter of your organization's policy; the admin can adjust quotas for individual employees to reflect carry-over decisions.

Are the email approval links safe?

Yes. The links are signed, meaning they carry a cryptographic signature the server verifies before acting. A link only works for its specific request and action, and cannot be altered to affect anything else.

Clokio Leave Management Guide - Requests, Quotas and Approvals