Leave Management

📍 Where to find this module?
Main menu > Human Resources > Employee Extranet

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Introduction #

This guide will help you use the Kafinea extranet portal to manage your leave. From your personal space, you can:

• View your leave balances in real time
• Submit absence requests
• Track the status of your requests

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1. View Your Leave Balances #

Access the “My leave balances” widget #

1. Log in to your extranet space
2. On the dashboard (home page), the “My leave balances” widget automatically displays your entitlements.
3. A quick action button is available at the bottom of the widget:
   • Manage my absences: redirects you to the complete list of your absence requests.

Understanding the displayed information #

How is the “Available” balance calculated? #

Disponible = Acquis - Réservé

Example:

You have 25 days accrued and 5 days already reserved for future holidays
→ You still have 20 days available to request

The leave year #

Good to know: Each leave type can have its own annual period.

Common examples:

• Annual leave: From June 1st to May 31st of the following year
• Time off in lieu: From January 1st to December 31st (calendar year)

This means that your annual leave for the current period covers, for example, the period from 06/01/2025 to 05/31/2026, while your time off in lieu covers the calendar year 2026.

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2. Submit an Absence Request #

Step 1: Create your request #

1. Access the Absence requests module from the main menu
2. Click on “New request”
3. Fill in the general information:
   • First day of absence: The start date of your absence
   • Last day of absence: The end date of your absence
   • Duration unit: Choose between Days or Hours depending on the type of absence

Important: The Duration unit is mandatory. Until it is entered, the request cannot be calculated or submitted.

Absences in days: managing half-days #

If your absence is counted in days, you can specify:

Examples:

• Absence from Monday to Friday, departure in the morning, return the next day → 5 full days
• Absence on Monday, departure in the afternoon, return the next day → 0.5 day (afternoon only)
• Absence from Monday to Tuesday, departure in the morning, return in the afternoon → 1.5 days

Absences in hours #

For certain types of absence (medical appointment, short absence, etc.), you can enter a duration in hours:

• Select Hours as the duration unit
• Enter the number of hours in the detail of your request

Important: Absences in hours must be on a single day. For absences over several days, use the “Days” unit.

Changing the unit during entry #

If you change the unit when lines are already present:

• A confirmation indicates that the lines will be deleted.
• If you confirm, the lines are reset and the unit is changed.
• If you cancel, the unit remains unchanged and your lines are preserved.

Step 2: Add the detail of your absence #

An absence request can contain several different types of absence. For example, you can combine annual leave and time off in lieu in the same request if your annual leave balance is insufficient.

For each detail line:

1. Click on “Add an absence type”
2. Select the desired absence type (annual leave, time off in lieu, etc.)
3. Fill in the line according to the unit:
   • In Days: enter First day / Last day of the line (the quantity is calculated automatically)
   • In Hours: enter the quantity in hours

Example of combined request:

You want to request 10 days of holiday but you only have 7 days of annual leave left.
You can create a request with:

• Line 1: Annual leave – beginning of period segment
• Line 2: Time off in lieu – end of period segment

The system automatically calculates the quantity deducted from each line according to the dates and the calculation method of the absence type.

Important: The total of the lines must correspond to the total duration of your absence.

Filling assistance and automatic controls (new) #

When entering a request in days, the extranet helps you avoid errors:

• The summary displays the period counters (calendar days, working days, business days, public holidays, weekends) and the Departure/Return information.
• The Public holidays and Weekend counters are displayed even when they are at 0.
• In Days mode, the line quantity is calculated automatically from the line dates.
• Each line displays a calculation summary: period, deduction method (working days / business days / calendar days), calendar days, working days, business days, public holidays, weekend and deducted.
• In Days mode, lines must be ordered, without overlap and without gaps.
• In Hours mode, all lines must be on the same date and the total cannot exceed 24 hours.
• The system blocks saving if the lines do not exactly cover the requested period.
• A clear message is displayed if the period is inconsistent or impossible to calculate.

Step 3: Submit and wait for approval #

Once your request is created:

• It is in “Pending approval” status
• It will be reviewed by your manager or the HR department
• You will be notified of the decision

Step 4: Track your requests #

Your requests can have the following statuses:

Good to know: Only requests pending approval can be modified or deleted. Once a request has been processed (approved or rejected), the Edit and Delete buttons disappear and an information banner indicates that the request can no longer be modified.

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3. Impact on Your Balances #

When your request is approved #

As soon as your request changes to “Approved” status:

• The days or hours concerned are immediately reserved
• Your “Available” balance decreases accordingly
• Your “Accrued” balance remains unchanged

Example:

Before: 25 days accrued, 0 reserved → 25 available

You request 5 days of annual leave which are approved:

• Accrued: 25 days (unchanged)
• Reserved: 5 days
• Available: 20 days

Request with several types of absence #

If your request combines several types of absence, each type is impacted separately:

Example:

Approved request: 7 days of annual leave + 3 days of time off in lieu

• Annual leave balance: -7 days reserved
• Time off in lieu balance: -3 days reserved

When your request is cancelled #

If an approved request is cancelled:

• The reserved days or hours are released
• Your “Available” balance increases again

When your leave is taken #

Once your leave period has passed:

• Days move from “Reserved” to “Consumed”
• Your “Accrued” balance decreases
• This processing is automatic

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4. Special Cases #

Request spanning two leave years #

If your absence request covers two different leave years (for example, an annual leave request from May 25th to June 5th), the system automatically manages the split:

• One part will be charged to the current leave year
• The other part to the following year

Your balances will be updated accordingly for each period.

Types of absence without consumption of entitlements #

Certain types of absence do not impact your leave balances:

• Sick leave
• Maternity/paternity leave
• Family events

These absences are tracked in the system but do not deduct from your leave entitlements.

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5. Frequently Asked Questions #

I do not see the “My leave balances” widget #

The widget only appears if:

• The absence management module is activated for your profile
• You have at least one type of absence that consumes entitlements

If you think you should have access to it, contact your HR department.

Can I combine several types of absence in a single request? #

Yes! An absence request can contain several detail lines with different types of absence. This is useful, for example, if your annual leave balance is insufficient and you want to supplement it with time off in lieu.

Can I modify a request that has already been processed? #

No. Once a request has been approved or rejected, it can no longer be modified or deleted from the extranet. The system clearly indicates this:

• The Edit and Delete buttons are no longer displayed
• A banner with a lock icon informs you that the request has already been processed

If you need to correct a request that has already been processed:

1. Contact your manager or the HR department to cancel the existing request
2. Create a new request with the correct information

What is the difference between “Days” and “Hours”? #

• Days: For absences of one day or more (standard annual leave, time off in lieu). You can use half-days.
• Hours: For short absences (medical appointment, etc.). The duration is counted in hours and must be on a single day.

Why is the number of days deducted different from the number of calendar days? #

The calculation of absence days depends on the configuration of the absence type:

• Some types only count working days (Monday→Friday): weekends are not deducted
• Others count business days (Monday→Saturday)
• Still others count all calendar days

In addition, public holidays can be excluded from the count depending on your company’s configuration.

Example: If you request from Friday to Monday in “Working days” mode, only 2 days will be deducted (Friday and Monday), with the weekend excluded.

When are my entitlements updated? #

• Accrual: According to your company’s rules (generally each month)
• Reservation: As soon as your request is approved
• Consumption: Automatically after the end date of your absence

Why is my “Available” balance different from my “Accrued” balance? #

The “Available” balance takes into account your leave already approved but not yet taken. If you have approved requests for future dates, these days are “reserved” and are no longer available for other requests.

How many days do I have left? #

Look at the “Available” column in the balances widget. This is the number of days or hours you can still request for the current period.

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6. Glossary #

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Need help? #

For any questions regarding your leave entitlements or how the system works, contact your Human Resources department.

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Related references 🔗 #

• Leave requests
• Absence types
• Employee portal