---
title: Approving leave
description: Approve or reject leave requests from one queue, see who is allowed to decide, and what happens automatically to balances, attendance and employee notifications.
url: https://hris.logixbase.com/docs/en/leave-approvals
lang: en
updated: 2026-10-13
alternate: https://hris.logixbase.com/docs/leave-approvals.md
---

# Approving leave

> Approve or reject leave requests from one queue, see who is allowed to decide, and what happens automatically to balances, attendance and employee notifications.

Employees request leave in the app; you decide from a single queue. Once approved, the balance is deducted and those days are recorded as leave in attendance. No manual recap needed.

## Who can approve

- **Admin** and **HR Manager**: every request.
- **Manager**: only requests from employees in their own department, which is why a Manager account needs a department (see [Team and access](https://hris.logixbase.com/docs/en/team-access.md)).
- **Finance** does not approve leave.

New requests trigger a notification for Admins and HR Managers. The count also appears on the **Cuti** (Leave) menu and in the **Perlu Tindakan** (Needs action) box on the dashboard.

## Approve or reject

![Leave approvals page](https://hris.logixbase.com/docs-assets/screens/admin-leave-approvals.webp "Leave approvals")

1. Go to **Cuti** › **Persetujuan** (Approvals).
2. Review each request: name, department, leave type, dates, number of working days, submission date and reason. Use search or sorting when the queue is long.
3. Click **Setujui** (1) (Approve) to approve.
4. Or click **Tolak** (2) (Reject), fill in **Alasan Penolakan** (reason for rejection, at least 5 characters), then click **Tolak** in that dialog.

You can also decide straight from the **Cuti menunggu persetujuan** (Leave awaiting approval) widget on the dashboard.

**Approvals can't be undone:**
**Setujui** acts immediately without a confirmation, and approved leave cannot be cancelled in the app, not even by the employee. Check the dates before you approve.

## What happens after a decision

- **Approved**: the days move from **Pending** to **Terpakai** (used) in **Saldo Cuti** (Leave balance). The days taken from the balance — the employee's working days by their schedule, holidays excluded — are recorded as **Cuti** (Leave) in attendance, so they don't count as absences. The employee receives a **Cuti Disetujui** (Leave approved) notification.
- **Rejected**: the held days return to the balance, and the employee receives a **Cuti Ditolak** (Leave rejected) notification with your reason.
- While a request is pending, the employee can cancel it themselves in the app.
- Leave types without **Perlu persetujuan** (Needs approval) ticked are approved automatically and never reach this queue. The rules are in [Leave types and balances](https://hris.logixbase.com/docs/en/leave-setup.md).

Every **Setujui** or **Tolak** decision is recorded in the audit log.

## History

**Cuti** › **Riwayat** (History) lists every request with the status **Menunggu** (Pending), **Disetujui** (Approved), **Ditolak** (Rejected) or **Dibatalkan** (Cancelled). Filter by status, search by name, number or department, and sort the columns. Leave history can't be exported yet.

## Common problems

- **"Saldo tidak mencukupi (balance berubah)" (insufficient balance, balance changed) when approving.** The employee's balance changed since they submitted. Check **Saldo Cuti** and use **Sesuaikan** (Adjust) if it really needs topping up.
- **A Manager can't approve a particular request.** That employee belongs to another department.
- **The leave range includes a public holiday.** Holidays in the **Hari Libur** (Holidays) calendar are not counted, unless the employee's brand is marked as staying open that day. Days off in the employee's schedule are not counted either, and a six-day worker's Saturday is. Check the number of days before approving.
- **Leave for dates that have passed.** Employees can request up to 30 days back — a sick day reported afterwards, say. Such a request always goes to the approval queue, even for leave types that are normally approved automatically. Once approved, that day's attendance (for example one recorded as absent) becomes **Cuti** — any note HR left on that day is kept — and a pay period already calculated asks for **Hitung Ulang** (Recalculate). Dates inside a pay period that is **already paid** or **locked** are refused: record it as an attendance correction, or unlock the period first.

## Optional features

Team leave approval from the employee app, a family-relationship choice for bereavement leave, and approval by department heads are part of the optional leave policy. Optional feature; [contact us](https://hris.logixbase.com/docs/en/contact) to enable it.

## Next steps

- [Leave types and balances](https://hris.logixbase.com/docs/en/leave-setup.md)
- [Leave from the employee's side](https://hris.logixbase.com/docs/en/worker-leave.md)