Leave Management

Every organization has different time-off policies. Clokio lets you create as many leave types as you need, each with its own rules and visual color code so you can instantly distinguish them on the attendance calendar.

Built-in Leave Types

When you first set up Clokio, the following common leave types are available by default. You can customize or deactivate any of them and add your own:

Creating a Custom Leave Type

Need something specific like "Study Day" or "Military Reserve"? Follow these steps to create it:

1. 1

   Navigate to Leave Settings

   Go to Admin Dashboard > Settings > Leave Types.

2. 2

   Click "Add Leave Type"

   A form will appear asking for the details of your new leave type.

3. 3

   Fill in the Details

   Enter a name, pick a color code for the calendar, set whether it requires approval, whether it deducts from balance, and the maximum days per year (leave empty for unlimited).

4. 4

   Save

   The new leave type is immediately available for employees to select when requesting time off.

Employees can request time off directly from the Clokio mobile app, or an admin can create a leave request on behalf of an employee through the web dashboard. Either way, the process is simple and takes under a minute.

Employee Request (Mobile App)

1. 1

   Open the Leave Tab

   From the mobile app's bottom navigation, tap the Leave tab.

2. 2

   Tap "New Request"

   This opens the leave request form.

3. 3

   Select Leave Type

   Choose from the dropdown -- only active leave types configured by your admin will appear.

4. 4

   Pick Start and End Dates

   Use the date pickers to select your time off range. For a single day, set both dates to the same day.

5. 5

   Add a Reason and Attachments

   Write a brief note explaining your request. You can also attach supporting documents (e.g., a doctor's note for sick leave) by tapping the attachment icon.

6. 6

   Submit

   Tap Submit Request. The request is immediately sent to your admin for review. You will receive a push notification once a decision is made.

Admin-Created Request (Dashboard)

Admins can also create leave entries on behalf of an employee -- useful when an employee calls in sick or when you need to record retroactive time off.

1. 1

   Go to Leaves in the Dashboard

   Navigate to Admin Dashboard > Leaves.

2. 2

   Click "Create Leave"

   Select the employee, leave type, dates, and add any notes.

3. 3

   Save with Immediate Approval

   Admin-created leaves are automatically approved. The employee's balance is updated immediately.

When an employee submits a leave request, the admin is notified immediately. The entire approval workflow happens from the Admin Dashboard and takes just a few clicks.

Review Workflow

1. 1

   Receive the Notification

   A new leave request triggers a notification on the dashboard. You will see a badge on the Leaves menu item indicating pending requests.

2. 2

   View the Request Details

   Click on the pending request to open the detail view. You will see the employee's name, the leave type, requested dates, reason, any attached documents, and their current leave balance.

3. 3

   Check the Leave Balance

   Before approving, verify that the employee has enough remaining days for the requested leave type. Clokio displays the current balance right on the request detail page.

4. 4

   Approve or Reject

   Click Approve or Reject. You can optionally add a note (e.g., "Enjoy your vacation!" or "Please reschedule -- we have a deadline that week"). The employee is notified instantly via push notification.

What Happens After Approval

• The approved leave days automatically appear on the attendance calendar with the leave type's color.
• The employee's leave balance is reduced by the number of approved days (if the leave type deducts from balance).
• On the approved dates, the employee's attendance status shows as "On Leave" rather than "Absent", so it does not count against them in reports.

Bulk Approve

If you have multiple pending requests, you do not need to handle them one by one. On the Leaves page, select the checkboxes next to the requests you want to approve, then click the Bulk Approve button at the top of the table. All selected requests are approved in one action.

Clokio automatically tracks how many leave days each employee has remaining for every leave type. No more spreadsheets -- balances update in real time as requests are approved.

How Balances Work

• Annual Allocation: At the start of each year (or on the employee's start date), each leave type gets its configured maximum days added to the balance.
• Deduction on Approval: When a leave request is approved, the corresponding number of days is deducted from that leave type's balance.
• Carry-Over Days: If your policy allows it, unused days from the previous year can carry over. Configure this per leave type in Settings.
• Accrual Rules: For organizations that accrue leave monthly (e.g., 1.5 vacation days per month), Clokio can be configured to add days incrementally instead of all at once.

Employee View

Employees can check their remaining leave balance at any time from the Leave tab in the mobile app. They see a clear breakdown per leave type: total allocated, used, and remaining. This transparency helps employees plan their time off without needing to ask HR.

Admin Summary Table

Admins have access to a comprehensive Leave Balance Summary table in the dashboard. This table shows every employee with their balances for each leave type side by side. You can:

• Filter by department or location to see a specific team's balances.
• Sort by any column to quickly find employees running low on leave days.
• Export the summary as a spreadsheet for HR records or payroll processing.