Leave Management System

Flexible Leave Management for Timely Approvals

Experience Advanced Leave Management with Timely Approvals, In-Depth Insights & Custom Leave Rules

Leave Management System
Leave Management Software

Simplified Leave Management System

Next-gen Time-off Management for your Business

A highly flexible leave management solution that provides custom leaves, approval matrix, and auto-leave calculations.

User-defined Leave Components

Create custom leaves components based on employee categories and designations, such as CL, CO, PL, etc. with individual rules and parameters.

Highly flexible leave rules creation based on the company location, business unit, employee designation, and more.

Hourly leaves to enhance leave flexibility for the employees and keep them engaged

What Is Leave Management System?​

Leave management system is an automated system that manages employee time-off requests in an efficient manner, by enabling employees to apply and track leave status, check leave balance and understand the leave policies of their organization.

online leave management

Intuitive Leave Management

Highly Customizable Leave Management Functions

Multi-functional Leave Calendar with Compensatory Offs and Rule-based Leave Credits, accessible via Emails and WhatsApp

Multi-level Leave Approval

Based on the manager hierarchy, multiple levels of leave approvals via the ESS Portal ensure timely approvals.

Create custom rules for different kinds of leaves, with documents and attachments required for specific types of leaves.

Approve or reject leaves directly right from your WhatsApp or Inbox, without the need to open your ESS portal.

Employee leave management system
Leave Tracking System

Streamlined Leave Management Software

Simplify Leave Operations with Annual Summaries

Annual Summary View for Leave and Holiday Calendars for Simplified Leave Management.

Attendance Summary

View yearly attendance of an employee or monthly attendance of your team on a single page.

Easy access to the whole year’s holiday calendar in a single view with day and date.

Easily set up the leave year calendar tailored to your organization with cut-offs based on your employees’ salary cycles.

Product Brochure

Get to know the Multiple Unique Modules of the Best Leave Management Software

What Are The Common Functions Of Leave Management Systems?

An Attendance Leave Management System optimizes leave management operations in organizations for simplified leave apply and approval process with automated calculations:

  • Highly Configurable: Leave Management Systems have high configurability to align with organizational leave policies.


  • Complete Automation: It provides complete automation capabilities for ease of usage.


  • Enhanced Integrations: The software integrates with other HR software for streamlined usage.


  • Timely Notifications: It provides timely notifications via email and push notifications.


  • Dedicated Mobile App: An intuitive leave management app makes it remotely accessible.


  • Employee Self Service: A dedicated ESS portal empowers employees to apply leaves any time.


  • Accurate Reporting: It provides accurate reporting capabilities for customized reporting.


  • Intuitive Interface: An intuitive interface ensures better adoption rate.
leave management app
Mobile App

An intuitive leave management app makes it remotely accessible


An intuitive interface ensures better adoption rate.


It provides complete automation capabilities for ease of usage.


It provides timely notifications via email and push notifications.


The software integrates with other HR software for streamlined usage.

Self Service

A dedicated ESS portal empowers employees to apply leaves any time


It provides accurate reporting capabilities for customized reporting.


Leave Management Systems have high configurability to align with organizational leave policies.

What HRs think of Pocket HRMS

“We have been using Pocket HRMS Software for a year and are very happy with our choice. Excellent service support.”


Niranjana Neelakantan
HR Director, TESSOL

“The support team is highly admirable. Their professional and polite approach to our queries is simply excellent.”


Nishant Mahajan
Corporate GM-HR, EvolveBack

“Data monitoring & HR analytics are made easy by Pocket HRMS, it is upcoming the future of the HR industry”


Sonal Gangwani
HR Manager, Ignatiuz

Resources for HR and People leaders

Quick Leave Management Features Overview

With Pocket HRMS, experience effortless Integration of all your Leave Management needs in an Error-Free manner.

Efficient and Easy Leave Management with Pocket HRMS

Easy Leave Management with Pocket HRMS

Pocket HRMS is a complete cloud based software that helps the HR manage leaves & holidays of employees with ease.

Top 5 Leave Management Tips for HR Managers

Leave Management Tips for HR Managers

Leave management is one of the key responsibilities of HR managers. Though it is an everyday task, it is certainly not an easy feat to achieve.

Having an employee leave management system improves HR efficiency and automation in one of the most basic tasks of the HR department: Leave Management. You can notice visible improvements in HR productivity, increased transparency, fewer miscalculations, accurate data, quicker leave approval process and many more benefits once you have implemented a robust leave management system.

There is no exact number which can be set as the average cost of the leave management software – India. Usually, an attendance leave management system is fully modifiable and hence, the charges for such systems depend on the type and number of customizations done. Some software vendors also charge their clients as per the number of users who would be using the system.

The leave tracking software tracks and records employee leave details automatically. Once an employee’s leave is approved, the leave management system calculates the remaining leaves according to the initial number provided. It also updates this number to ensure that the employee will view the updated balance the next time they apply for a leave.

In the case of a start-up, HR needs to be free to undertake other business development tasks along with the senior management. However, if your HR manages employee leaves manually, reviewing different leave policy types, various time offs required, and managing records, it takes a lot of manual time and efforts.

Employees can use their ESS portal to check their leave balance and request leaves without physically meeting their supervisor. They can also check the status of their application in the portal itself, further increasing the transparency of the leave approval process. It saves time and increases the overall efficiency of the leave management process.

Here are five best leave management tips for HR managers:


  1. Deploy a leave software to identify the trends in your organization.

  2. Be extremely considerate when dealing with extended leaves.

  3. Always set realistic return-to-work leave schedules for the employees.

  4. Plan in advance for employee vacation by encouraging them to request leaves sooner.

  5. Always be prompt when responding to leave requests.

What Is Leave Management System?

A Leave Management System is software that streamlines the process of managing leaves for the employees in an organization. It helps allocate leaves automatically, based on pre-defined rules, as well as enables the staff to apply for them through the system. Additionally, it also provides the supervisors with options to verify and approve the leaves for the staff and generate reports whenever required.


Modern leave management systems like Pocket HRMS have become more advanced and robust enough to be hosted on the cloud architecture, providing companies with a seamless option to access it from anywhere, anytime, using any browser-enabled device. Such systems have automated the task of allocating leaves, while the employees need not create an email trail solely for requesting leaves.


Similarly, modern leave management systems are integrating Artificial Intelligence to identify leave patterns among employees and create predictive reports which provides the HR teams with a robust idea of when employees are going to take leaves and make necessary adjustments to minimize the impact on organizational productivity.


The effectiveness of leave management systems is evident by its popularity among organizations. While the leave management system’s market size was US $855.38 million in 2021, the recent report by Business Research Insights reveal that this market will be growing at a Compound Annual Growth Rate (CAGR) of 9.5%, reaching a whopping US $1474.53 million by 2027.

What Are The Different Types of Leaves?

There are multiple types of leaves available for employees working in India. While these leaves can be named differently in different organizations, their purpose remains the same:


1. Casual Leave


Casual leave is provided so that employees can take leaves in case of unforeseen circumstances.


2. Privilege Leave


Privilege leave, also referred to as annual or earned leave, is credited according to the number of days the employee has worked in that year.


3. Sick Leave


Sick leave is provided to help the employees cope with diseases by consulting their doctor.


4. Maternity Leave


According to the Maternity Benefit Amendment Act, 2017, maternity leave is a period of 26 weeks provided to females who are undergoing pregnancy.


5. Paternity Leave


Paternity leave is provided to a new parent to ensure the well-being of the newborn.


6. Anniversary Leave


Anniversary and birthday leaves are provided to celebrate anniversaries and birthdays respectively.


7. Bereavement Leave


Bereavement leave is provided to employees to recover from the death of a loved one.


8. Compensatory Off


Compensatory offs are provided to staff members to compensate for the holidays they have worked.


9. Marriage Leave


Marriage leave is provided to help the employee undertake the various responsibilities of their marriage.


10. Loss Of Pay


Loss of pay leaves are provided to staff to help them take leaves when they have expired all paid leaves.

What Are The Leave Management-related Challenges HR Teams Face?

Since the HR teams are tasked with various employee-related activities, they face multiple challenges when managing leaves manually, such as:


  • Leave Tracking


Tracking employees’ leaves manually is highly challenging due to the different designations within the organization. The employees would also have different leave amounts as well as different kinds of leaves, which makes it even harder to keep track of the leaves they took.


  • Leave Credit


Similarly, crediting leaves to employees manually is another major challenge due to the reasons mentioned above. Since leave credits also require one to keep track of the previous year’s leave balance, it becomes even more complex for the HR team.


  • Payroll Processing


Since leave and attendance are major aspects of payroll processing, it is impossible to ensure accuracy in payroll calculations without robust leave management. Without accurate leave data, it is easy for payroll errors to occur, which makes it highly challenging for HR.


  • Notifications


Similarly, due to a lack of transparent communication, employees may have to jump multiple hoops to understand their leave eligibility and the various kinds of leaves available to them. It leads to dissatisfaction among the staff, making timely notifications an essential requirement for the HR teams.

What Are The Importance Of A Leave Management System?

An employee leave management system enhances the overall efficiency of the leave management process within organizations. With legacy methods of paper-based leave management, there are higher chances of manual errors and data inconsistencies, which could result in miscalculated salaries, leading to employee dissatisfaction.


Hence, it is essential to have a robust leave software for businesses of all sizes. Some of the factors highlighting the importance of an employee leave management system are:


1. Improves Employee Experience


A dedicated leave management system improves the employee experience multiple times since it makes the process of leave application extremely easy. Their supervisors can also approve these requests easily, which results in improved employee job satisfaction and better work-life balance. They can also view their remaining leaves whenever required, improving their engagement with the company.


2. Helps in Effective Resource Planning


On the other hand, a dedicated leave software helps the HR teams keep track of their employee count and hence, lets them understand whether they are understaffed or overstaffed on a specific work day. Having this data handy enables them to analyze the leave trends within their organization and make necessary changes for effective resource planning.


3. Streamlines Leave Workflow


An employee leave management software also streamlines the leave workflow by enabling remote leave requests and approvals. For example, Pocket HRMS users can apply for leave using the mobile app, while their managers have multiple modes to approve it, such as email, mobile app, WhatsApp, and ESS portal.


4. Provides Employee Self-service Options


Modern leave management application like Pocket HRMS come with an intuitive Employee Self Service (ESS) portal which helps the employees keep track of the different kinds of leaves available to them. It also facilitates quick leave requests and approvals, making it easy for the employees to track and manage their leaves effectively.


5. Enables Seamless Data Transfer


Since the latest leave management systems work on the cloud architecture, they can easily integrate with other common HR systems like attendance management system, payroll, etc. to provide seamless data transfer. It simplifies the process of data import and export between applications, improving the efficiency of HR operations.


6. Offers Scalability and Adaptability


Modern leave management systems are often deployed on the cloud, which offers scalability and adaptability options for the organizations deploying them. With the help of this software, companies can effectively manage their employee leaves despite any changes brought about by the company’s growth and increasing complexity of departments.


7. Supports Data-driven Decision-making


Moreover, leave management module in HRMS Software also aid in data-backed decision-making by providing the required data for accurate leave management of employees. It helps in generating accurate reports, which enables the HR teams to allocate human resources effectively as well as make necessary changes for maximizing organizational productivity.

Which Features Does Leave Management System Offer?

Following are the must-have features of a leave management system – India:


  • Customizable Leave Policies


With customizable leave policies, companies can tweak the system to be compatible with their HR and leave policies. With configurable leave policies, the HR teams can ensure that their leave module in HRMS can easily adapt to the company’s leave policies.


  • Automated Leave Credits


The system also features automated leave credits based on predefined parameters for the employee. Additionally, it also automatically deducts the leaves as and when the employee takes leaves, making it easier to keep track of their leave balances for HR.


  • Software Integration


Modern leave tracking system also integrates seamlessly with other HR systems like payroll software, attendance, rewards, etc. to ensure a completely automated experience for the HR teams. It helps them avoid repeatedly exporting and importing data between systems, improving their efficiency.


  • Intuitive Dashboard


Similarly, an intuitive dashboard provides the HR teams with a robust overview of absent employees, providing them with a real-time feed of organizational productivity. It helps them keep track of the work being undertaken in their company.


  • Custom Leave Workflow


Additionally, an online leave management system also provides highly flexible leave workflows which can be configured to the exact requirements of the HR policies. By adapting the system to the company policies, it becomes easier for the staff to transfer to the system with minimal training.


  • Real-time Data Visibility


With real-time data visibility, employees and the HR teams can track employee leaves, making the process of leave management seamless. It also gives the HR department an easy overview of the workforce, making it easier to keep track of the collective productivity of the workforce.


  • Employee Self Service Portal


A dedicated Employee Self-Service (ESS) portal is another excellent feature of an online leave management system that enables them to apply for leaves and check their leave balance seamlessly. It also enables the managers and supervisors to approve these leave requests.


  • Simplified Notifications


Moreover, leave management systems also provide timely notifications to ensure that leave requests are approved quickly. With the help of mobile apps and ESS portals, the managers can be notified of the requests, while the employees can be notified of their approvals or rejections quickly.


  • Employee Leave Calendar


Another excellent feature of a leave software is the employee leave calendar which provides the employers with an annual leave distribution of their staff. Since these systems employ intuitive interfaces within their colour-coded leave calendars, it becomes easy for the management to make changes to their leave policies to be more employee-centric.


  • In-depth Reporting


Finally, all leave management systems are equipped with in-depth customizable reporting features that enable the HR teams to gather the exact data they require. It helps create the statutory reports as and when required, while also being versatile enough to create ad-hoc reports on the fly.

What Are The Numerous Benefits Of Leave Management System?

There are numerous benefits to deploying a leave management software in your organization, such as:


1. Paper Trail Avoidance


With digital leave management systems, you can avoid resorting to manual paper-based leave tracking mechanisms which are prone to manual errors. It helps you avoid heaps of paper trail, which also lends to your sustainability goals.


2. Data Accuracy


Moreover, digital databases are accurate with automated calculations and leave credits, ensuring precise leave management within the company. Having accurate leave data also helps avoid payroll errors, leading to increased employee loyalty.


3. Real-time Visibility


Since modern online leave management system is based on the cloud architecture, it provides real-time visibility of employees’ attendance information, which provides HR with real-time access to organizational productivity.


4. Increased Efficiency


A dedicated staff leave management software also increases the efficiency of the HR teams in managing the leaves of their staff as it automates most of the administrative tasks associated with it.


5. Automated Compliances


It also automates leave compliance handling since compliance protocols are maintained by the software vendor. As a result, the HR teams can provide the different kinds of leaves as stipulated by the statutory bodies.


6. Enhanced Transparency


Digitalized leave management also improves the transparency of the process as the data is updated in real time for both the employees and the employers. With such transparent processes, employees feel motivated to work in your organization resulting in an improved employee satisfaction rate.

How To Find The Right Leave Management System For Your Organization?

Choosing the right leave software will enable your HR teams to manage employee leaves effectively. However, if you fail to consider all the benefits provided by the system, you may not be able to fully capitalize on the deployment of the system.


Hence, we are listing a few aspects that you should keep in mind when choosing the right leave software for your organization:


  • Automation Options


You should pay close attention to the automation options available to ensure that you can completely automate the numerous leave-related operations in your company with the leave software. It enables the HR teams to reallocate their productive hours to creative pursuits such as employee engagement.


  • Configurability


Similarly, configurability is another major factor to consider as the leave software will be used by all your employees. Hence, it is essential to understand how flexible is the software in terms of being able to fully adapt to your organization’s exact requirements.


  • Interface Intuitiveness


Additionally, since your employees and HRs are required to use the leave software daily, you should ensure that it is highly intuitive and requires minimal to no training. Having an intuitive interface will also improve its adoption rate within the company.


  • Remote Work-friendliness


Since companies operate on multiple work structures such as on-site, hybrid and completely remote, you should ensure that the leave software can accommodate these structures. It should also be mobile-friendly, preferably with a dedicated mobile app to ensure simplified usage.


  • Data Security


Since employee leaves can impact their payroll, the leave software should provide adequate data security features to ensure that the employee and company database remains secure even when it is being accessed remotely.


  • Reporting Options


The staff leave management system should also have adequate reporting options with in-built statutory templates as well as the option to create custom templates. Having the option for template creation will provide the HR teams with quick report generation, while also ensuring accuracy.


  • Data Visibility


Online leave management software should also have adequate data visibility options such as team leave calendars, leave dashboards, and more, to provide the staff and the HR with complete visibility. It helps the HR teams to allocate resources efficiently, while also enabling the employees to plan their leaves judiciously.

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