Employee view
Employees see their balances from Employee App → Leave → My Leave Balances or from the employee portal. Each leave type shows:
The number shown is the remaining balance: entitled days minus used days. Only approved leave counts as used, so a request that is still pending approval does not reduce the remaining figure until it is approved.
HR view: individual employee
HR and managers can see an employee's balances alongside their leave requests. Each balance row shows:
- Entitled — The total days allocated for the leave type this year
- Used — Days consumed by approved leave
- Remaining — Entitled minus Used, calculated automatically
How balances change
Balances are driven by the approval of leave requests, not by submission:
- On approval — the requested number of days is added to Used, so Remaining goes down.
- On rejection or cancellation of an approved request — those days are removed from Used, restoring the Remaining figure.
- A pending request — has no effect on the balance until it is approved.
When an employee applies for leave, Octal HR checks the requested days against the remaining balance. If the request would exceed what is available, submission is blocked with a message such as "Insufficient leave balance. Available: 3 days, Requested: 5 days."