The Leave module is designed to ease the leave management of your company. This article guides HR Administrators through the initial setup and ongoing configuration of the JustLogin Leave module. Complete these steps before employees begin using Leave.

Part 1: Company Settings

 1. COMPANY POLICY

1.1 Setup Company Work Week

You will need to define the working weeks of your company. This is important as this will be used by the system to calculate the proration of leaves, as well as determine when the staff can take leave. 

Step 1: Click on .

Step 2: Click on .

Step 3: Click on . You should see this screen:

Step 4: You can configure the working week/s according to your company’s requirements. 

Step 5: If you have more than 1 working week, you can click on and set accordingly. 

You can also change the name of the work week by clicking the name and click on the blue check icon to save it.

You can create as many work weeks as needed, with no limit on the number of work weeks that can be added to the system.

2. ANNUAL LEAVE POLICY

2.1 Annual Leave Policy Setup

Leave Accrual – This is where you can indicate how the staff leaves are being accrued. There are 5 options - Daily, Monthly, Calendar Year, Financial Year or Employee Anniversary.

• Daily – leave is accrued daily (annual entitlement/365)
• Monthly – leave is accrued monthly (annual entitlement/12)
• Calendar Year – full year entitlement from CY Day 1
• Financial Year – full year entitlement from FY Day 1
• Employee Anniversary – full year entitlement from Day 1 after anniv date

NOTE: If either Daily or Monthly is selected, the next section - Policy for New Employees will not be displayed. 

If 'Monthly' 'Completed Month of Service' is selected, and if the staff joined the previous year, then on the second year and so on, the leave entitlement will be earned by end of the month. For example staff joined date is September 8, 2025, then in 2026, the Annual leave entitlement will be credited on January 31st. 

Carryover Date

If either Daily or Monthly is selected, an added option will show, which is a setting for the leave transfer.

• 1st of January - auto leave transfer will be initiated on the 1st of January
• Specific Date - select a date on when you prefer the leave transfer to be initiated

Leave Calculation Based on – This is to indicate how the yearly entitlement will be based on, whether by Calendar Years (Beginning of the Calendar Year, 01 Jan) or Years of Service (Anniversary Date).

2.2 Policy for New Employees

When accrual policy is set to full year entitlement (Calendar Year or Financial Year), this is how the Leave system will handle the proration of the leave balance of new hires.

NOTE: Same proration setting will be followed for resigned staff. 

Completed Month - only the completed months will be counted for proration

Full month entitlement if join date is before or on 15th of the month - if join date is 1st-15th of the month, user will get FULL month entitlement. If join date is 16^th onwards, NO entitlement for the month.

Full entitlement only if join date is before or on 15th of the month. Half month entitlement if join date is after 15th of the month - if join date is 1st-15th of the month, user will get FULL month entitlement. if join date is 16^th onwards, user will get HALF month's entitlement

2.3 Annual Leave Setting

Put a tick if you allow your staff to take Annual Leave for more than what their current leave balance at the time of the leave submission. 

Put a tick on this setting if you require your staff to submit their leave application day/s ahead of time. Indicate the minimum number of day/s they need to submit prior to the leave day/s.

If you allow attachment or would require it to be mandatory, you can tick this option:

If you require remarks to be mandatory, you can tick this option:

The setting below defines how far in advance an employee must apply for leave if the leave duration exceeds a certain number of days.

For example: If leave exceeds 3 days, it must be applied at least 7 days in advance.

• Leave exceeding: “Exceeding” means more than. For example, if you set this to 3 days, the rule will apply only when an employee applies for more than 3 days of leave (i.e. 4 days or more).

• Must be applied: Define how many days/weeks/months in advance the leave should be submitted.

This helps control last-minute long leave applications.

2.4 Annual Leave is applicable

Set the minimum period of employment before staff can take Annual leave. 

2.5 Annual Leave Notifications

Put a tick if you wish to receive an email notification for every annual leave approved.

3. EMPLOYEE LEAVE POLICY

Staff policy allows you to set staff-related policies such as the probationary period and other leave-related policies. This will provide you with a detailed explanation of each of the functions in this section. Employee Leave Settings

Put a tick on whichever option is applicable, following your policies. 

1. Whether the staff can take Other Leave types, if they apply more than what their current leave balance.

2. Whether the staff can apply two different leave types(overlap) on the same day. If set to No, staff will still be able to take half-day of different leaves as long as the timing of the leave does not coincide.

3. Whether the system will deduct one day if the staff takes a leave on a half-day working day (based on assigned Work Week).

3.1 Leave Cancellation

Set the leave cancellation policy for the staff

1. All leave cancellations are allowed. This option would allow the staff to cancel their leaves regardless of the status. If leave has already been approved, cancellation will go through another approval by the Approver. 
2. Leave cancellation is allowed ONLY if cancellation is done prior to the leave date. e.g. I have filed a leave for Friday, I can cancel the leave until Thursday, 11:59 pm.
3. Users are NOT allowed to cancel the leave. The staff will not have an option to cancel the leave at all. If they wish to, they will need to go through the Leave Administrator or their Approvers (if given the rights) to cancel the leave.

4. LEAVE APPROVAL POLICY

4.1 Approvers Settings

Put a tick beside each option that you would like to enable for your system.

1. Whether to allow the Approver to view staff leave details

2. Whether the Approver can apply leave on behalf of the staff. Note that when a block leave is invoked by the Approver, the approval progress is no longer required.

3. Whether the Approver can cancel leave on behalf of staff

4. As an alternative to approving leave requests in the Justlogin system, you can enable email approval. This allows Approvers to review and approve leave directly from their email inbox, no login required. It’s a convenient option for those who prefer quick access.

5. OTHER POLICIES

5.1 Leave Calendars

Other Policies allows administrators to decide on policies such as whether the staff can see each other’s calendars, the use of external calendar as well as the rounding policies.

Tick this option only if you want staff to see the leave application details of their colleagues.

⚠️ By enabling this, employees will be able to view others’ leave entitlements in details.

In most cases, this is kept unticked to maintain privacy.

The leave system can pipe the approved leave to either Google Calendar or Outlook calendar if you wish the system to do so. To do that, enter the email address of the calendar as shown below

Click here to view the step-by-step guide on how to set this up. 

5.2 Leave Calendar Sharing Policy

Select the calendar sharing options.

• The first option is that everyone in the company can see their colleagues and their own calendars. Just so you know: For companies using a multi-entity setup, applying the same setting across entities may result in cross-company visibility of calendars.
  👉 Refer to this guide to learn more.
• The second calendar is limiting to only people within the same department can see each other calendars.
• The third option limits the user to see their own calendars only.

5.3 Round Up Leave Balance Display

Select the rounding policy for your company. The rounding policy is to help round up the leave balances which makes it easier to see as opposed to the leave in long decimal formats. 

If this is ticked, the system will not apply the rounding policy to other leave types that created under leave type section, such as Marriage/Maternity/Compassionate.

5.4Leave Email Notifications

Put a tick beside each option that you would like to enable for your system.

1. Whether the Leave Administrator shall receive an email if the leave information of any user such as Entitlement or Balances has changed.
2. If you want the employees to receive an email notification everytime there is an adjustment made for them manually.
3. Set the number of days the approver will receive reminders of pending leave approvals that they have yet to approve. Note that the system will send 1 reminder per day per applicant.
   Note: Reminders will stop automatically once the Approver has taken action on the leave request.
4. The option to exclude the section showing colleagues on leave will appear in the approval email notification to approvers.

• If this option is unticked: Approvers will be able to see which colleagues are on leave during the employee's leave application period.
• If this option is ticked: Approvers can still see which colleagues are on leave during the employee's leave application period. However, the system will not trigger email notifications to employees on block leave and will exclude them from the daily notification on staff who are on Leave today.

6. ADVANCED SETTINGS

This section will show new features on the Leave Module that you can enable. To know more about Advanced settings, please go through the details below

6.1 Hourly Leave

Put a tick if you allow employees to apply for leave in hours – this will allow your staff to apply for a leave based on hours, instead of days only. If this is enabled, please indicate the number of hours that is equivalent to one working day

Show Leave Balance in Hours

Enable this option if you'd like employees' leave balances to be displayed in hours instead of days.

6.2 Off-In-Lieu

Enable Off-in-Lieu Request – this will allow the staff to request for any OT rendered to be converted into a leave type. This works independently from the Attendance module. You can indicate an auto-expiry for such requests and a notification whenever the leave expires to be sent

6.3 Adjustment

Enable Adjustment with Expiry – this function will allow the administrator to credit leaves with expiry to the staff via adjustment.

6.4 Overtime Leave

Overtime leave will Expire ___ month(s) after approval – this option is integrated with the Attendance module. If enabled and staff requests for their OT to be converted into a leave type on the Attendance module, the Leave system will automatically set an expiry date for such requests.

6.5 Employee on Leave Email Settings

Tick this option if you want the system to send a daily reminder listing the employees who are on leave for the day.

NOTE: For any changes to the configuration, please do not forget to click on

Here's an example screenshot of the email notification:

Part 2: Leave Types

The Leave Module allows you to create and set up your own leave types based on your company's requirements.

The steps to set up the leave type are:

Step 1: Click on

Step 2: Click on

Step 3: Click on tab at the top. You should see a page like below.

1. System Leave Types Settings

Step 4:  Click on link at the top right of the page.

NOTE: This is mandatory for companies that are operating within Singapore. Not needed for companies that are not operating in Singapore as the settings are leave types that companies in Singapore must comply to

Step 5: The following dialogue box will appear. Check on all the options.

For Sick Leave and Hospitalisation Leave, see guide here - How does Sick Leave and Hospitalization Leave work when it comes to entitlement, opening balance and adjustment? – JustLogin Help Center

Step 6: Click on the button to save the configuration.

2. Creating New Leave Type

Step 7: To add a new leave type, click on in the lower-left area of the page. A window will appear:

Step 8: Enter the leave type name.

Step 9: Assign a color code for this leave type. The color assigned will be the color that appears on the leave calendar.

Step 10: Set the Leave Entitlement (number of days), days of calculation (calendar days or working days) as well as the type of mode (per annum or per incident)

1. Per annum – staff will have the entitlement days for the whole year
2. Per incident – staff will be able to use the entitlement days for every leave application.

Step 11: (Optional) Enter a description or remarks at the Remark field.

Step 12: The probationary period indicated in this field is based on the Staff Policy setup (pg.3) on probation for other leave types:

Step 13: You can filter the leave type based on gender and marital status in this field.

You may also assign specific employees to it too:

Step 14: (Optional)You can select the relevant options below.

Step 15: Click on the button to save.

3. To Configure the other Leave Types on the Leave Types page:

Step 1: Click on the leave type you would like to configure:

Step 2: You will see the same options as when creating a new leave type.

Step 3: Click on to save the changes.

Part 3: Grades Setup

Leave grades need to be configured as this is where the increments on the leave credits can be indicated. This is used by the system to automatically calculate the entitlements of the staff based on years of service or calendar years. For example, employees with 5+ years of service may receive 18 days of Annual Leave while newer employees receive 14 days.

The steps to configure the Leave Grades are as follows:

Step 1: Click on

Step 2: Click on

Step 3: Click on tab at the top.

To create a Leave Grade, click on

Step 4: You will see the next page where you will need to complete the fields below:

Step 5: Enter the Leave Grade Name and Entitlement into these fields:

Step 6: Toggle the slider to enable the field where you can indicate the increments.

Step 7: Click on and then indicate the increment based on the number of years after hire and the additional leave that staff will be getting.

If you would like to delete an increment you have created, you can click on the icon

Step 8: On this field, you can assign the Grade you have created to the staff.

Step 9: Click on to save the settings.

Part 4: Import Leave Records

This is ideal if the administrator would like to upload the historical leave data to the account.

Note: This will not check the staff's working week/days, please verify if employee is indeed working on the submitted dates.