This article explains how candidates, leave proxies, and leave administrators can view and search leave requests, and provides a complete reference of all fields and available actions on the Leave Request List screen.
This article covers all screen functions, filters, and list fields in full.
📌 Note: Access to some fields depends on your user role. Fields such as Payment State, Payee First Name, Payee Surname, and Candidate No. are only visible to leave proxies and leave administrators.
Access the Leave Request List
Follow these steps to open the Leave Request List screen.
Go to Candidate Portal or Agency Portal, then click Leave.
Click Leave Request to display the Leave Request List screen.
The screen contains two main areas:
Search Header – Select search criteria to filter leave requests.
Leave List – Displays leave requests matching the search criteria.
What You Can View on the Leave Request List
Candidates
If you submit your own leave requests, you can view:
Leave requests you created and saved but have not submitted.
Leave requests submitted but awaiting approval.
Leave requests that were approved or rejected.
Leave requests that you have cancelled.
Leave Proxies
If you act on behalf of candidates you own, you can view:
Leave requests you created for candidates and saved but not approved.
Leave requests you created for candidates and have approved.
Leave requests submitted by candidates that are waiting for your approval.
Leave requests you have approved or rejected.
Leave Administrators
If you administer leave for candidates in your data group, you can view:
Leave requests you created for candidates and saved but not approved.
Leave requests you created for candidates and have approved.
Leave requests submitted for approval that are awaiting action.
Leave requests that have been approved or rejected.
Search Header Fields
Each field below appears in the search section of the Leave Request List screen.
Start Date
Earliest leave commencement date of a leave request.
Example: Entering 01/08/2020 returns leave requests with an absence start date of 1 August 2020 or later.
This field defaults to the first day of the current calendar month. To change it, click the field and select a date from the calendar.
End Date
Latest leave end date of a leave request.
Example: Entering 21/07/2020 returns leave requests with an absence end date of 21 July 2020 or earlier.
This field defaults to the last day of the current calendar month. To change it, use the calendar selector.
Absence Type
Type of leave applied for.
Defaults to Any. Select a specific absence type to narrow or restrict your results.
Leave Request Status
Approval status of the request.
Defaults to Any. Select one of the following:
Pending – Created and saved but not submitted.
Submitted – Submitted but not yet actioned.
Rejected – Submitted and declined.
Cancelled – Cancelled by the user.
Approved – Approved by the approver.
Task Status
Indicates whether the leave request requires action.
Defaults to Any.
Options:
Open – Requires action (status is Pending or Submitted).
Closed – Requires no further action (status is Approved, Rejected, or Cancelled).
Payment State
(Visible to leave proxies and leave administrators only.)
Indicates whether the leave request has been processed in a pay batch.
Options:
Processed – Fully paid.
Partially Processed – Partially paid (one or more days unpaid).
Not Processed – Entire request unpaid.
Pending – Not yet processed.
Cancelled in Pay Batch – All payment cancelled during Leave Payments.
Partially Cancelled in Pay Batch – Some days cancelled during Leave Payments.
Payee First Name
(Leave proxies and leave administrators only.)
Search by the candidate’s given name.
Wildcard examples:
jo% → Jo, Joe, Joanne
%elle → Michelle, Danielle, Rochelle
Payee Surname
Search by the candidate’s family name.
Wildcard examples:
john% → Johns, Johnson, Johnston
%thorn → Thorn, Hawthorn, Rosethorn
Candidate No.
The nine-digit FastTrack360 candidate number that uniquely identifies the candidate to whom a leave request belongs. To find leave requests for a specific candidate only, key in the candidate number in this field if you know it.
📌 Note: This field is only available if you are a leave proxy or a leave administrator.
Payee No.
Enter the nine-digit FastTrack360 payee number.
Leave List Fields
These fields appear in the results grid after you perform a search.
Leave Status
Displays the approval status of the listed leave request. This can be one of the following:
Pending - the leave request has been created and saved but is yet to be submitted for approval.
Submitted - the leave request has been submitted for approval but is yet to be actioned by the approver.
Rejected - the leave request was submitted for approval but was rejected by the approver.
Cancelled - the leave request has been cancelled.
Approved - the leave request has has been approved.
Candidate No.
Nine-digit FastTrack360 candidate number.
Payee No.
Nine-digit FastTrack360 payee number.
Payee Surname
Family name of the candidate or payee.
Payee First Name
Given name of the candidate or payee.
Start Date
Date the absence begins.
End Date
Date the absence concludes.
Absence Type
Type of leave requested.
Request Date
Date the leave request was submitted.
Blank if the request is not yet submitted.
Staff Owner Surname
Displays the given name of the agency staff member who is the candidate owner of the candidate to whom the listed leave request corresponds. This is blank unless the leave request has been submitted.
Staff Owner First Name
Given name of the staff owner.
Blank until the request is submitted.
Auto Approved
Displays Yes if the request was automatically generated and approved because a related absence was approved in a timesheet.
Approved Date
Date the leave request was approved.
Blank if not approved.
Proxy
Shows Yes if a leave proxy created the request; otherwise No.
Attachment Count
Number of attachments uploaded to the leave request (such as certificates or documents).
Used by approvers to confirm supporting documents are attached.
Payment State
Displays whether the listed leave request has been paid. This can be one of the following:
Processed - the leave request has been processed in a pay batch and has been paid in full.
Partially Processed - the leave 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 the a pay batch (i.e. payment for one or more days was cancelled in the pay batch).
Available Actions
The following actions can be performed from the Leave Request List screen.
Search
Runs a search using the selected criteria.
Reset
Restores all search fields to their default values.
New Request
Opens the Leave Request New Entry screen to create a new leave request.
Clear Filters
Removes all applied column filters in the leave list.
Export
Exports the leave request list to a file for saving locally.
Manage Grid Layout
Opens the Manage Grid Layout screen, allowing you to show, hide, or rearrange grid columns.
💡 Best Practices
Review attachment counts before approving leave to ensure required documents are uploaded.
Use multiple search criteria together to return more accurate results.
Reset filters regularly to avoid unintentionally limiting results.
Export results when auditing or reconciling leave history.
🤔 FAQs
Q1: Why can’t I see Payee or Candidate fields?
Answer: These fields only appear for leave proxies and leave administrators.
Q2: Why is the Request Date blank?
Answer: The leave request has been saved but not submitted.
Q3: Why is the Approved Date blank?
Answer: The request has not yet been approved.
Q4: Why do I see “Auto Approved”?
Answer: The request was automatically created and approved from an approved timesheet absence.