Leave Management runs the whole time-off lifecycle, from the policy your finance team signs off on to the request an employee taps through on a phone. Build accrual policies on any of nine frequencies and vary them by tenure, role, location, or employment type, with proration for mid-year starters and waiting periods for new hires. Set carryover caps with grace periods, and let unused hours expire FIFO so only genuinely unused time is forfeited — or paid out. Employees request full days, half days, or partial days down to 30-minute blocks, see their real available balance before they submit (pending requests already committed), and get told up front if their dates fall in a blackout period or would breach a coverage limit. Approvals follow your reporting hierarchy with skip-level routing, out-of-office delegation, and an optional designated-approver group; managers can approve or deny in the app, in bulk from the approvals dashboard, or straight from an email link without logging in. Company holidays are maintained per location and excluded from leave-hour math automatically. Admins get compliance and liability reporting, carryover projections, banked-time policies and payouts, CSV and SFTP import/export, a REST API, and an AI assistant that answers balance and policy questions for employees and drafts approval recommendations for managers.

How employees submit time off, how accruals run automatically across tenure and location rules, and how approvals route through the reporting hierarchy while coverage limits protect staffing.

Scheduling

Highlights

Submit time off as a full day, half day, or partial-day time window, with automatic overlap and balance validation.

Automate accruals across nine frequencies with rules by tenure, role, location, and employment type, plus proration, carryover, and forfeit-or-payout expiry.

Route approvals through the reporting hierarchy with automatic skip-level rerouting when a manager is on leave and out-of-office delegation.

Cap how many employees are off at once with location-scoped coverage limits, separate weekday and weekend thresholds, and leave-type-scoped blackout periods.

Approve or deny requests from an email link and configure per-action notifications across in-app and email.

Ask the built-in AI assistant to check balances, submit or cancel leave, view the team calendar, and — for managers — work the approval queue.

Capabilities

Accruals & Balances

Automatic accrual across nine frequencies (daily through annually, plus pay-period and hours-worked)
Accrual rules by tenure, role, location, and employment type
Prorated accruals for mid-period starts, with a waiting period before first accrual
Carryover with a configurable max-carryover cap and post-year-end grace period
Balance expiry with forfeit or payout, FIFO consumption so only unused hours forfeit
Real-time balance view — available today, planned upcoming, used, and accrued

Requests & Self-Service

Submit a full day, half day (AM/PM), or partial-day time window (30-min increments)
Retroactively log a past absence within each leave type's backdating window
Overlap detection against the employee's existing requests
Attach supporting documentation when a leave type requires it
Self-cancel pending or upcoming approved requests
Edit pending requests with automatic balance reconciliation

Approval Workflow

Approval routed through the reporting hierarchy
PTO-aware skip-level routing when the manager is on leave
Out-of-office approval delegation to a chosen colleague
Approve or deny directly from an email link (no login)
Denial reason recorded and shown to the employee
Full status-change history / audit trail per request

Coverage & Blackout Controls

Coverage limits capping how many are off at once (headcount or %)
Separate weekday and weekend coverage thresholds
Hard limits block requests; soft limits route to special approval
Location-scoped coverage limits with priority ordering
Blackout periods scoped by leave type and location
Advance-notice window routes short-notice requests to special approval

Leave Types, Policies & Holidays

Unlimited custom leave types, color-coded with icons
Per-type approval, balance deduction, and negative-balance rules
Per-type advance-notice, backdating, and documentation thresholds
Multiple accrual policies per leave type, bulk-assigned to employees and policy groups
Holiday calendar (business, location, and jurisdiction) excluded from leave-hour calculations
Approved leave frees conflicting shifts and suppresses no-show alerts

Notifications & Reporting

Configurable per-action notifications — who is notified, via in-app and/or email
Balance alerts: low-balance, approaching-max, expiry, and year-end forfeiture risk
Coverage-violation alerts to managers
Compliance & liability reports — accrued-leave financial liability, carryover projections, collective-agreement audit
Per-employee leave bank-statement transaction ledger (CSV)
Bulk balance import/export via CSV or scheduled SFTP
REST API with read/write OAuth scopes for requests, balances, and types

Mobile & AI

iOS & Android mobile web — view balances, submit, and cancel requests
AI leave assistant — check balances, submit/cancel, holidays, team calendar
Manager AI actions — approval queue, approve/deny, decision-support recommendations
Per-business toggle to enable or disable the AI assistant

Limits & Specs

Accrual balance unit: Hours (8 hrs = 1 day standard)
Accrual frequencies: Daily, Weekly, Bi-weekly, Monthly, Quarterly, Semi-annually, Annually, Pay-period, Hours-worked
Expiry actions: Forfeit or Payout
Request modes: Full-day, Half-day (AM/PM), Partial-day (30-min windows)
Request statuses: Pending, Approved, Denied, Cancelled, Special Approval
Pricing: Included with MangoApps Workforce

Screenshots

Leave Management — All Requests view with status, approver, and date ranges

Time-off configuration — org-wide leave policies, accrual rules, and approver chains

Leave types configuration — define PTO, sick, bereavement, and custom leave categories

Use cases

Request time off

Employees pick a leave type and dates — a full day, a half day, or a partial-day time window — and submit. The system validates the balance, checks for overlapping requests, and routes to the right approver.

Configure leave types and accrual policies

HR admins create leave types such as vacation, sick, or bereavement with per-type approval, documentation, and negative-balance rules, then attach accrual policies with frequencies, waiting periods, carryover caps, and expiry actions.

Review and approve as a manager

Managers see requests awaiting them, review shift conflicts and coverage impact, and approve or deny — from the app or straight from an email link. Skip-level routing and out-of-office delegation keep approvals moving when a manager is away.

Protect staffing coverage

Admins cap how many employees can be off per location and day with separate weekday/weekend thresholds, and declare blackout periods scoped to specific leave types and locations to lock down peak windows.

Close out the leave year

HR runs carryover projections, accrued-leave financial liability, and collective-agreement compliance reports, while balance alerts warn employees and managers about expiring or forfeiture-risk hours before year-end.

Migrate balances from another system

Admins bulk import opening balances via CSV or scheduled SFTP, or adjust balances manually, when moving off a legacy leave system.

Resources

Leave Management Datasheet (PDF)

Datasheet

Features, capabilities, pricing model, and FAQ on one downloadable sheet — share it with your team.

Leave Management overview

Help Article

How the app fits together end to end — leave types, accrual policies, approval routing, coverage limits, blackouts, holidays, and banked time.

Setting up accrual policies

Guide

Choosing an accrual frequency, varying entitlement by tenure or employment type, and setting carryover caps, grace periods, and expiry.

Shifts & Schedules Book

eBook

AI-assisted scheduling for frontline operations — coverage, labor costs, and retention, with a cost model for evaluating scheduling platforms.

FAQ

Yes. A request can be a half day (morning or afternoon) or, when partial-day leave is enabled for the business, a specific time window in 30-minute increments on a single day. Hours are calculated automatically and deducted from the balance.

Balances are tracked in hours (8 hours = 1 day). Accrual policies accumulate hours at any of nine frequencies — from daily through annually, plus pay-period and hours-worked — and can vary the amount by tenure, role, location, or employment type. The balance view shows available today, planned upcoming, used, and accrued.

It depends on the rule. A hard coverage limit or a block-requests blackout stops the request outright, while a soft limit, an advance-notice shortfall, or a special-approval blackout routes the request to special approval so a manager can consciously sign off.

Yes. Notification emails can include a secure approve/deny link so a manager can decide directly from their inbox. Which actions notify whom, and over which channels (in-app and/or email), is configurable per action.

Yes. Admins can bulk import balances from a CSV file or a scheduled SFTP feed, export the same way, or adjust an individual employee's balance by hand.

Leave Management handles planned (and retroactively logged) time off — accruals, balances, leave types, requests, and approvals for PTO, sick, bereavement, and custom categories. Time & Attendance is a separate app that records actual clock-in/clock-out, breaks, and worked hours, and Timesheets rolls those punches into pay-period timesheets. They complement each other — approved leave frees the conflicting shift and company holidays are excluded from leave-hour math — but each is its own app you enable independently.

Approvals keep moving. A manager can delegate their leave approvals to a chosen colleague for a set date range — the delegate inherits authority only for that window and never over their own requests. When a manager is themselves on leave, requests reroute up the reporting hierarchy via skip-level routing, and admins can configure a designated-approver group that approves business-wide. There are no fixed multi-level sequential chains: routing is single-level with automatic skip-level rerouting and delegation.

Each accrual policy decides whether unused hours carry into the new year, an optional maximum-carryover cap, and a grace period after year-end. Hours beyond the cap or past an expiry date are either forfeited or paid out according to the policy's expiry action, and consumption is FIFO so only genuinely unused hours are ever affected. Balance alerts warn employees and managers about approaching-max and year-end forfeiture risk before anything is lost.

Employees can ask it to check balances, preview a request's balance impact, submit, update, or cancel time off, check for team conflicts, and view upcoming holidays or the team leave calendar. Managers additionally get their approval queue, an approve/deny recommendation with coverage and risk flags, and can approve or deny a request — each write action shows a confirmation step before it commits. The assistant is enabled per business via a toggle.

HR can run accrued-leave financial-liability reports (the value of outstanding balances), carryover projections, and a collective-agreement compliance audit, plus per-employee leave bank-statement ledgers that export to CSV. These support finance close and audit work without leaving the app.