Leave reports (HR)
What this guide covers
Two read-only leave reports HR uses to see the planned absence + decisions and the remaining entitlement across the team: the Leave Approval report and the Leave Balance report. (Deciding requests happens elsewhere — see Manage your team's leave; configuring leave types/plans is in HR Settings — leave types, plans & balances.)
Who can open them: Leave Approval is for managers (their chain) and HR; Leave Balance needs HR access. Balances are sensitive — this guide explains the columns, not anyone's numbers.
Leave Approval report
A history of leave requests and decisions for your people. Each row shows the employee (and department), leave type, a sick-note link/download where one was provided, the From / To dates and days, the status (Approved / Pending / Rejected / Cancel-pending / Cancelled), who decided it and when, the employee's direct manager, the reason and any manager note.
- Filter by date range, department and status.
- Presets: Upcoming 90 days, This month, Full history.
- Export Excel for records.
Use it to plan around upcoming absence and to audit who approved what.
Leave Balance report
A snapshot of remaining balances per employee for a chosen month, with one column per leave type (Annual, Sick, …) showing the available balance.
- Pick a month (with previous/next navigation), and filter by department or a specific employee.
- Export Excel for month-end reconciliation.
Use it to spot who's low on a balance, and to reconcile before payroll/month-end. If a number looks wrong, the fix lives in HR Settings — leave types, plans & balances (adjust or run the maintenance tools).
Good to know
- Both are read-only. They report; they don't approve leave or change balances.
- Leave Approval = the decision history; Leave Balance = what's left. Use them together: who's taking leave, and what they have remaining.
- Sick notes attached to a request are reachable from the Leave Approval row.
Related guides
- Manage your team's leave — approve/reject the requests these reports list.
- HR Settings — leave types, plans & balances — configure types/plans and fix balances.
- Apply for leave · Leave request statuses field definitions — the employee side + the status glossary.