How to Manage the Leave Tracker

The Leave Tracker in Pabau gives you a complete overview of staff leave activity in one central place. Whether you need to view absences, approve time off requests, or manage leave types, the Leave Tracker makes it simple to stay on top of team availability.

Step 1: Navigate to the Leave Tracker

Step 2: Explore the Leave Tracker Features

Once you’re in the Leave Tracker, you’ll see a variety of tools designed to help you monitor and manage leave effectively. Below is a detailed breakdown of each option:

Leave Types

Clicking the ''Leave Types'' button in the top-right corner takes you directly to the ''Leave Types'' settings page.

Here, you can:

View existing leave types (e.g., Holiday, Sick, Training)
Create new categories
Edit, deactivate, or remove leave types as needed

NOTE: To learn more about Leave types and how to manage them please refer to this article.

Request Leave Button

The ''Request Leave'' button allows you to submit a leave request directly from the tracker. Clicking it opens a form where you can:

Select the employee
Choose a leave type
Set the date range
Add any necessary notes

Search Bar

The ''Search bar'' lets you quickly find a specific team member by entering their name.
This feature is especially useful when managing larger teams, saving time scrolling through the full list.

Employee Cards (User Grid)

Each employee appears as an individual card displaying:

Their initials or profile photo
Name and job title
Any upcoming or current leave (e.g., “Vacation 30/06 – 09/07”)

These cards give a quick snapshot of team availability. Clicking on a card may open a more detailed view of their leave history.

Employee Leave Card

Clicking on an employee’s card opens their individual Leave Card — a detailed view of their personal leave records. This is where you can manage leave on a per-staff basis, including viewing balances, checking past leave, and submitting new requests.

Here's a breakdown of the features you'll find from top to bottom:

Staff Selection Dropdown
At the top-left of the screen, you’ll see the staff member’s name and photo. Click the dropdown to quickly switch between different employees without returning to the main ''Leave Tracker'' view. This allows you to view or manage time off for another team member.
Request Leave Button
In the top-right corner, you'll find a ''Request Leave'' button. Clicking it opens a form where you can select the leave type, define the date range, and add a note to submit a time off request on behalf of a staff member.
Time Off Summary
The Time Off Summary section displays how many days the staff member has used for each leave type, such as “3 Sick Days Used.” This provides a clear breakdown of their leave usage and remaining balance.
Upcoming Time Off
The Upcoming Time Off section shows all approved or pending leave scheduled for future dates. Each entry includes the leave type, date range, and available actions such as approve, decline, or edit, depending on your permissions. This helps you manage team availability and plan cover accordingly.
Leave History
The Leave History section shows a detailed record of all leave taken by the staff member for the selected year. Use the date selector to switch between years and the funnel icon to filter by leave type, such as Sick or Holiday leave.

Advanced filters like ''Contains'', ''Does not contain'', ''Equals'', and ''Is greater than or less than'' help narrow down the results.

Pending Requests Section

All leave requests that haven’t yet been actioned appear in the ''Pending Requests'' section.
To manage these:

Tick the checkbox next to the request(s)
The ''Manage Requests'' button in the top-right corner will activate
Click it to Approve, Decline, or Delete the selected request(s)

NOTE: Once a request is approved or declined, it will be removed from the pending list and reflected in the calendar and leave summaries.

Leave Status Panel

On the right-hand side, you’ll find the ''Leave Status'' panel, which shows which employees are currently on leave.
It displays:

The employee's name
Leave type
Duration of their absence

You can filter this view by:

Week
Month
Year
Or set a custom date range to view leave for a specific time period.

By understanding how each feature works within the Leave Tracker, you’ll be able to efficiently manage absences, ensure proper coverage, and keep operations running smoothly across your team.

For more guides, refer to related articles below, select additional guides, or use the search bar at the top of the page. These guides will help you get the most out of your Pabau account.

Additionally, to help you fully utilize and understand your Pabau account, we recommend exploring additional guides and resources offered at the Pabau Academy. It offers in-depth video tutorials and lessons, offering a holistic learning experience that can equip you with the essential skills for achieving success with Pabau.