Iberis HR

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Leave management

Leave requests

Employees submit a request by choosing the leave type, dates, half-day option (morning/afternoon) and a reason. They can attach supporting documents. The status is tracked in real time: pending, approved, rejected or cancelled.

Create a request

  1. Leave type — select from configured types (annual, sick, etc.)
  2. Dates — start date and end date
  3. Half-day — morning or afternoon option if applicable
  4. Reason — reason for the request (optional depending on configuration)
  5. Proof — attachment if required by the leave type

Request lifecycle

Pending — submitted, awaiting validation by the manager(s)
Approved — validated by all required approval levels
Rejected — refused with a mandatory reason from the validator
Canceled — canceled by the employee with cancellation reason
Conflicts: the system automatically checks for overlaps with existing requests from the same employee and displays the team coverage rate.
Clicking a request opens its detail view: dates, type, reason, attachments and validation history. From there the validator can approve or reject the request (with a comment).

Leave types

Create your own leave types with specific rules: maximum days per year, maximum consecutive days, minimum notice, supporting document requirement, paid or unpaid. Each type has a name, a code and a color.

How to

  1. Go to Customization › Leaves & Absences then click Add a leave type.
  2. Enter the type Name (e.g. annual leave, sick leave) and pick an identification Color.
  3. Set the rules: Maximum days per year, Maximum consecutive days and the minimum Notice required.
  4. If needed, enable Proof required, Paid leave and Requires approval.
  5. Click Save: the type becomes available in leave requests.

Leave type properties

Name & Code — identifier (e.g. "Annual leave" / AL)
Color — for calendar display
Max days / year — maximum number of days granted per year
Max consecutive days — limit on consecutive days in a single request
Minimum notice — number of days in advance to submit
Proof required — obligation to provide a document
Paid / Unpaid — impact on remuneration
Approval required — mandatory validation or auto-approved

Balances & allocations

The system automatically tracks balances per employee and per leave type: allocated, used, pending and available days. Carry-over of days from one year to the next is configurable with an expiry date.

How to

  1. Go to Reports › Leave balance to display the balances of all employees.
  2. Use the Employee, Leave type or Year filters to target the data you need.
  3. For each row, review the Allocated, Used, Pending and Available columns.
  4. Allocations come from the assigned leave policy: adjust them in Customization › Leaves & Absences if needed.

Balance composition

Allocated — days granted for the year (per policy)
Used — days consumed (past approved leaves)
Pending — days reserved by requests not yet approved
Available — allocated - used - pending
Carried over — days carried over from previous year (if allowed)
Annual initialization: use the "Initialize balances" function to automatically create balances for all employees for the new year, based on assigned policies.

Validators & approval

Configure up to 5 approval levels per department. Each validator can be limited to certain leave types, with caps per request and per month. Validation can be sequential or parallel.

Validator configuration

  1. Department — choose the concerned department
  2. Level — from 1 (first approver) to 5 (last)
  3. Validator employee — the person who approves requests
  4. Leave types — restrict to certain types (optional, all by default)
  5. Caps — max days per request and per month (optional)
Sequential validation: when enabled, the level 2 validator only receives the request after level 1 approval. In parallel mode, all validators receive the request simultaneously.

Leave policies

Define reusable policies with accrual method (annual, monthly), carry-over allowed, maximum carry-over days, first-year pro-rata and default policy.

How to

  1. Go to Customization › Leaves & Absences then click Add a policy.
  2. Enter the name and the number of Days per year allocated as well as the Accrual mode (yearly or monthly).
  3. Configure the Carry-over of unused days: Maximum carry-over and Carry-over expiry.
  4. Enable Pro rata to compute the allocation based on the hire date during the year.
  5. Click Save then assign the policy to the relevant employees.

Policy parameters

Days per year — annual allocation of days
Accrual — annual (all on January 1st), monthly (progressive), or custom
Carry-over allowed — allow carry-over of unused days
Max carried days — cap on transferable days
Carry-over expiry — deadline to use carried days
First-year prorata — proportional calculation for new employees
Opening a policy shows its detail view, where you edit its parameters (yearly days, accrual, carry-over, proration) and see the employees it is assigned to.

Leave calendar

View the entire team's leaves on an interactive calendar. The system automatically detects date conflicts and displays the team coverage rate.

How to

  1. Open the HR Calendar menu to display the monthly view of the team leaves.
  2. Identify leaves by Color according to the type and check the team Coverage per day.
  3. Spot the Conflicts when several employees are absent at the same time.
  4. Click New event to add an event to the calendar, then save.

Calendar features

Monthly view — all team leaves over a month
Color codes — each leave type has its color
Coverage — percentage of team present per day
Conflict detection — visual alert when too many simultaneous absences