Leave Management System

3-tier digital approval workflow with custom leave types, auto-approval, document attachment, and full history tracking.

Approval Workflow

Every leave application follows a strict 3-tier approval chain:

Student Applies  →  Class Teacher Reviews  →  HOD Final Approval  →  Approved

At each stage, the responsible person receives an instant notification. Students are notified at every step about their application status.

1. Student: Apply for Leave

• Select leave dates, leave type (Medical, Casual, Family Emergency, Event, etc.)
• Write detailed reason for the leave
• Attach supporting documents (medical certificate, event invitation, etc.)
• System automatically calculates total leave days
• View leave guidelines and policies within the same page

2. Class Teacher: First Review

• View all pending leave requests from students in assigned classes
• Approve: Forwards to HOD for final approval
• Reject: Rejects with mandatory reason — student is notified immediately
• Send Back: Returns to student for corrections (e.g., missing document)
• View student leave history before making a decision

3. HOD: Final Approval

• View all teacher-approved leaves pending final decision
• Approve: Leave is finalized — student and teacher both notified
• Reject: With reason — student notified
• Send Back to Teacher: For re-review if needed

4. Smart Features

• Auto-Approve: For one-day leaves, the HOD can enable automatic final approval — when the teacher approves, the system also marks HOD approval automatically
• Custom Leave Types: Institution can define its own leave categories (not limited to Medical/Casual)
• Leave Quota: Set maximum allowed leave days per student per semester
• Leave Cancellation: Students can cancel a pending leave; approved leaves can request cancellation
• Re-submission: Rejected or sent-back leaves can be edited and resubmitted

5. Reports & History

• Complete leave history for every student
• Department-wise leave analytics — applied, approved, rejected counts
• Date range filtering for semester or custom period reports
• Class-wise leave patterns for identifying trends