Apply Leave
Overview
The Apply Leave page is your central hub for managing time off. Here, you can review your current leave balances, view your upcoming holidays, understand your working hours, and submit formal requests for time away from work.
Optima Orbit automatically calculates how many days you need based on your work schedule and public holidays, ensuring your leave applications are accurate before they go to your manager for approval.
Why This Feature Exists
Managing time off should be transparent. Instead of guessing how many vacation days you have left, or whether a public holiday counts against your leave balance, this module pulls all that data together. It ensures compliance with your organisation's HR policies while making it simple for you to request the time you need.
How to Access Apply Leave
- Log in to Optima Orbit.
- Click your Profile Avatar in the top-right corner to open the User Menu.
- Select Apply Leave from the menu.
Understanding the Apply Leave Page
The page is divided into four main sections, accessible via the tabs near the top of the screen:
- Request Leave: Shows your leave balances and the application form.
- My Holidays: Lists upcoming company and public holidays applicable to your location.
- Leave Policies: Explains the rules surrounding your specific leave entitlements.
- Working Hours: Displays your standard work schedule and shift times.
Understanding Your Leave Balances
When you open the Request Leave tab, you will see a series of cards at the top of the page. Each card represents a specific type of leave available to you.
What the Numbers Mean
- Days Available (Closing Balance): The total number of days you can currently request. This is the most important number on the card.
- Accrued: The total number of days you have earned so far in the current leave cycle (usually the calendar year).
- Used: The total number of days you have already taken or have had approved.
[!NOTE] The basic formula the system uses is generally: Opening Balance + Accrued - Used = Days Available.
Leave Type Codes
You will see small abbreviation codes on your cards. While these are configured dynamically by your organisation, common examples include:
| Code | Leave Type | General Purpose |
|---|---|---|
| CL | Casual Leave | Short personal errands or unexpected minor events. |
| EL | Earned / Privilege Leave | Planned vacations or long-term time off. |
| SL | Sick Leave | Medical emergencies or illness. |
| ML | Maternity Leave | Extended time off for childbirth/maternity. |
| PTL | Paternity Leave | Time off for new fathers. |
| BL | Bereavement Leave | Time off following the loss of a family member. |
Why do I have a 0 Days balance?
If a leave card shows 0 Days Available, it generally means one of the following:
- You have used your entire allowance for the year.
- The leave type requires you to work a minimum number of days before you begin accruing it (e.g., you are on probation).
- The leave type does not apply to you based on your employment contract or location.
How to Request Leave
Follow these steps to submit a formal leave application.
Step 1: Check your Balance
Ensure you have sufficient Days Available in the leave type you wish to use.
Step 2: Complete the Application Form
Scroll down to the Application Form on the Request Leave tab.
Here is a breakdown of every field in the form:
| Field | Required? | What to enter | Notes |
|---|---|---|---|
| Leave Type | Yes | Select the category of leave from the dropdown (e.g., Sick Leave, Casual Leave). | The types available here depend on your organisation's policies. |
| Subject / Reason | Yes | A brief title for your request (e.g., "Family Vacation" or "Medical Appointment"). | This is what your manager will see first in their approval queue. |
| Start Date | Yes | The first day of your leave. | Depending on the Leave Type policy, you may be blocked from selecting dates in the past. |
| Start Second Half | Optional | Toggle this on if you are working the morning and only taking the afternoon off on your Start Date. | Useful for half-day requests. |
| End Date | Yes | The final day of your leave. | The system prevents you from picking an End Date that occurs before your Start Date. |
| End First Half | Optional | Toggle this on if you are returning to work in the afternoon of your End Date. | Useful for partial-day returns. |
| Description | Optional | Further details explaining your request. | Helpful if your manager needs more context to approve the request. |
| Contact Phone | Yes | Your phone number while on leave. | Defaults to the phone number on your user profile. |
| Contact Email | Yes | Your email address while on leave. | Defaults to the email on your user profile. |
Step 3: Review the Validation Feedback
As you select your dates and leave type, Optima Orbit will automatically contact the server to calculate exactly how many days this request will consume.
Look at the Validation box next to the form. It will show:
- Whether the request is valid.
- How many total days you are requesting.
- How many days you currently have available.
[!TIP] If the box turns red, the system has detected a problem (e.g., "Insufficient Balance"). You must correct the issue before the Submit button will activate.
Step 4: Submit Application
Click the Submit Application button at the bottom of the form. The system will send the request to your designated manager.
How Leave Days Are Calculated
Optima Orbit doesn't simply count the days between your Start and End dates. It intelligently calculates the actual working time you will miss.
Example: You request leave from Monday to the following Tuesday (9 calendar days).
- The system removes Saturday and Sunday (2 days).
- The system notices Thursday is a public holiday (1 day).
- Result: You are only charged 6 days of leave from your balance.
Exploring Other Tabs
My Holidays
Clicking the My Holidays tab displays a list of all upcoming holidays.
- Holiday Name & Date: When the holiday occurs.
- Type: The category of the holiday.
- Scope: Whether this holiday applies globally to the whole company, or only to your specific office Zone (e.g., a local state holiday).
Leave Policies
The Leave Policies tab provides transparency into the rules governing your time off. For each leave type, you can see:
- Max Yearly Limit: The maximum days you can earn.
- Accrual Basis: How often you earn leave (e.g., Monthly).
- Carry Over: Whether unused days roll over into the next year, and the maximum limit if they do.
- Min Service Required: How long you must work at the company before you can use this leave.
Working Hours
The Working Hours tab shows your standard schedule. It details which days are considered your weekend, and what your daily shift and break times are. The system uses this exact schedule to determine how much leave to deduct when you request time off.
What Happens After Submission?
The Approval Workflow
Checking Your Status
You can view the status of your request at the bottom of the Request Leave tab under My Recent Applications.
Understanding Leave Statuses
| Status | Meaning | Action Needed |
|---|---|---|
| Pending | Your request has been submitted but your manager has not reviewed it yet. | Wait for approval. |
| Approved | Your manager has approved the time off. The days are deducted from your balance. | Enjoy your leave! |
| Rejected | Your manager denied the request. Look at the "Approver Feedback" column for a reason. | Discuss with your manager. |
| Cancelled | You withdrew the request. | None. |
Cancelling a Request
If your plans change, you can cancel an application from the My Recent Applications table by clicking the Cancel icon (red X) on the right side of the row.
- You can cancel a request while it is Pending.
- You can cancel an Approved request, provided the start date has not already passed. (If you cancel an approved request, the days are refunded to your balance).
Frequently Asked Questions
Can I request half-day leave?
Yes. Select the same date for both Start Date and End Date, and check the "Start Second Half" or "End First Half" toggles depending on which half of the day you are taking off.
Are weekends and holidays counted?
No. If your date range spans over a weekend or a company holiday listed in your "My Holidays" tab, those days will not be deducted from your leave balance.
Why is my Submit button greyed out?
Look at the Validation box on the right. You likely have an invalid date range (e.g., end date before start date) or you are requesting more days than you have available.
Can I apply for past dates?
This depends entirely on the Leave Policy set by your HR department. Some leave types allow retrospective applications (like Sick Leave), while others block past dates (like Casual Leave).