The Edit Leave Request screen allows you to modify details, view history, add comments, attach files, or update absence information before the request is approved.
⚠ Important: You can only edit leave requests that are in Pending status.
Access the Edit Leave Request Screen
Go to Candidate, then click Leave.
Click Leave Request, then select a leave request from the Leave Request List to open the Edit Leave Request screen.
📌 Note: Leave requests created by a payee will display with the Submitted status. Submitted requests cannot be edited until they are first rejected.
Edit Leave Request Fields
Status
Displays the current status of the leave request:
Submitted – The request was submitted by a payee and is awaiting approval.
Pending – The request was created on behalf of a payee and is awaiting approval.
Approved – The request has been approved.
Rejected – The request was submitted by a payee but rejected by an approver.
Cancelled – The request was cancelled.
Start Date
Select a new start date for the absence. Click the field, then choose a date from the calendar.
This field is only available in edit mode after using Reset Initial Data.
Shift Start Time
Enter the time the absence begins in 24-hour format (e.g., 09:00 or 22:30).
📌 Note: Use the first day’s normal start time if the leave spans multiple days.
This field is available only in edit mode after using Reset Initial Data.
Shift End Time
Enter the time the absence ends in 24-hour format. (e.g. 09:00 for 9 am, 22:30 for 10:30 pm).
This field is only available in edit mode after using Reset Initial Data.
Request Date and Time
Shows when the leave request was submitted or approved:
Displays the submission date/time for payee-submitted requests.
Displays the approval date/time for proxy-created requests, or remains blank if not yet approved.
Proxy
Displays a tick if the leave request was created on behalf of a payee by a leave proxy.
Payment State
Displays the current payment state of the leave request. This can be any of the following:
Processed - the leave request has been processed in a pay batch and has been paid in full.
Partially Processed - the leave has been processed in a pay batch and has been partially paid (i.e., one or more days of the leave request were unpaid).
Not Processed - the leave request has been processed in a pay batch, and the entire leave request was unpaid.
Pending - the leave request is yet to be processed in a pay batch.
Cancelled in Pay Batch - payment of the entire leave request was cancelled at the Leave Payments stage in a pay batch.
Partially Cancelled in Pay Batch - payment of the leave request was partially cancelled at the Leave Payments stage in a pay batch (i.e., payment for one or more days was cancelled in the pay batch).
Payee
Displays the payee’s name and payee number.
For Weekdays Only
Tick this option to exclude Saturdays and Sundays when populating the leave calendar.
Available only in edit mode after using Reset Initial Data.
End Date
Select the date that the absence ends.
Available only in edit mode after using Reset Initial Data.
Auto-Approved
Displays a tick if the request was auto-approved after being created from an approved timesheet absence.
Approver
Shows the name of the user who approved the leave request or remains blank if not approved.
Absence Type
Displays the selected leave type.
If the request is Pending, click Edit, then choose a new type from the list.
Edit Leave Request Actions
Edit
Enables edit mode to:
Change the absence type.
Delete days from the leave calendar.
Adjust start or end times for each absence day.
Add or remove comments.
Attach or remove files.
📌 Note: Available only when the status is Pending.
Cancel
Changes the status to Cancelled.
⚠ Important:
You cannot cancel a Submitted request until you first reject it.
Leave proxies may not be able to cancel requests that are approved and paid.
Leave administrators can cancel paid requests if required.
If paid leave is cancelled, manual pay items must be processed to reverse payments.
Save
Saves changes and exits edit mode.
Available only in edit mode.
Cancel Edit
Exits edit mode without saving changes.
Available only in edit mode.
Approve
Approves the leave request and sends a notification to the payee (email or SMS depending on configuration).
Available for Pending or Submitted requests.
Reject
Rejects the leave request and sends a notification to the payee.
Available only for Submitted requests.
Leave Policy Information
Displays policy information relevant to the selected absence type.
Populate Leave Calendar
Fills the Leave Calendar based on the start and end dates and displays the start/end times for each day.
Available only in edit mode.
Reset Initial Data
Clears the calendar and allows you to reselect the start date, end date, and shift times.
Available only in edit mode.
💡 Best Practices
Use Reset Initial Data before changing dates to ensure the calendar refreshes accurately.
Review comments and attachments before approving or rejecting a request.
Verify leave dates and times for multi-day absences to ensure correct payment processing.
Check the Payment State before cancelling a processed request to understand whether pay reversal is required.
🤔 FAQs
Q1: Why can’t I edit a Submitted leave request?
Answer: Submitted leave requests are created by payees and must be rejected before they can be edited by an administrator or proxy.
Q2: Why are the date and time fields unavailable?
Answer: These fields only appear when the request is in edit mode and Reset Initial Data has been used.
Q3: Can I change the absence type after approval?
Answer: No. The absence type can only be changed while the leave request is in Pending status.