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HR and Employee guide

Apply for leave, approve your team's leave, keep leave balances right, claim expenses back, and keep the employee list up to date.

At a glance

Who this is for

Every employee with a login (leave, reimbursements, notifications), managers who approve their team's leave, and HR staff who look after employees and leave balances. New to WorkCrest? Start with Getting started.

ScreenWhere to find itWho can open it
LeavePeople › LeaveEveryone (own requests); managers see a Team Queue; HR and Admin see All Requests
Leave BalancesPeople › Leave BalancesHR and Admin
ReimbursementsPeople › ReimbursementsEveryone (your own claims)
EmployeesPeople › EmployeesHR and Admin
DepartmentsConfiguration › DepartmentsHR and Admin
Leave TypesConfiguration › Leave TypesHR and Admin
NotificationsOverview › NotificationsEveryone

1. Apply for leave

  1. Open Leave in the sidebar (People › Leave). You land on the My Requests tab.
  2. Click Apply for leave.
  3. Pick the Leave type, then the Start date and End date.
  4. Submit. Your request shows as pending, and your reporting manager gets a notification.
How days are counted. The number of days is calendar days, counting both the first and last day. There is no holiday calendar, so weekends and holidays inside the range count too. A single request must stay inside one calendar year; for leave that crosses 31 December, apply twice.
Pending leave already uses your balance. The days are set aside as soon as you apply, not only after approval. If it is rejected or cancelled, they come back.
Leave: My Requests, Team Queue and (HR) All Requests.
Leave: My Requests, Team Queue and (HR) All Requests.

2. Check your leave balance

A balance is kept per employee, leave type and year. It is created automatically the first time it is needed, using the leave type's annual quota. If the days look wrong, ask HR to adjust them (see section 5).

3. Cancel a request

  1. Open People › Leave and find the request under My Requests.
  2. Click Cancel on that row (it only appears when cancelling is allowed).

Cancelling an approved leave that has not started yet gives the days back to your balance.

4. Approve or reject your team's leave (managers)

  1. Open People › Leave and go to the Team Queue tab. It only shows if you have people reporting to you.
  2. Click Review on a request.
  3. Choose Approve or Reject in the Decide leave request window and confirm.
You cannot approve your own leave. Leave does not use the general approvals inbox; it goes to the employee's reporting manager only. If an employee has no manager set, any Admin or HR user can decide it instead, and they are the ones notified. HR should therefore set a reporting manager on every employee.

5. Allocate or adjust balances (HR)

  1. Open Leave Balances (People › Leave Balances).
  2. Add or edit a balance: choose the Employee, Leave type, Year and Allocated (days).
  3. Save. The employee sees the new balance right away.

HR can also see everyone's requests on the All Requests tab of People › Leave. Leave types and their annual quotas are set at Configuration › Leave Types.

Leave balances, allocated by HR.
Leave balances, allocated by HR.

6. Claim an expense back (reimbursement)

  1. Open Reimbursements (People › Reimbursements) and start a new claim.
  2. Fill the Claim Date and optional Remarks.
  3. For each expense, enter the Category (free text), Description, Amount (₹) and Expense Date. Add as many lines as you need.
  4. Save the claim, then open it and click Submit for approval. Until you submit, you can still change it, or use Cancel claim.
  5. Approvers decide in My Approvals (Overview › My Approvals). You are notified when it is approved or rejected.
  6. After approval, the Accounts team links the claim to a payment and marks it paid. Only then does the claim show as paid.
Claims can only be submitted for yourself, and you cannot attach receipt files in WorkCrest, so keep paper or photo receipts for Accounts. Payment must match the claim total exactly; part payments are not supported.

Who approves, and at what amounts, is set by an Admin in the approval rules. See How approvals work.

Reimbursement claims.
Reimbursement claims.

7. Keep employees up to date (HR)

  1. Open People › Employees. The list opens on Active employees.
  2. Click a row to edit, or use Add to create one.
  3. Set the reporting manager for each person, since leave approval depends on it.

Employees exist without logins (for example shop-floor workers). A login, when needed, is created by an Admin and linked to the employee.

8. Notifications

The bell in the header updates about once a minute. Click it for recent items, or open Overview › Notifications for the full list, where you can mark one or all as read. You will see leave and reimbursement decisions, and approvals waiting on you.

Why can't I...?

ProblemReason
I cannot see the Team Queue tabNobody reports to you in the employee master. Ask HR to check the reporting managers.
My request is rejected for datesA request must fit in one calendar year. Split it at 31 December.
Apply says not enough balancePending requests count against the balance. Cancel one, or ask HR to adjust the allocation.
I cannot approve my own leave or claimDeliberate. Someone else must decide. (An Admin may allow self-approval for general approvals, but never for leave.)
My claim is approved but not paidApproval does not pay it. Accounts has to link it to a payment and mark that paid.
I cannot open Leave Balances or EmployeesThose are for HR and Admin. Page access can be changed by an Admin.
Training homeAll guides Getting startedSign in and find your way Cheat sheetsQuick reference ApprovalsHow requests get approved