The Leave Register is the full list of leave for your workspace: every request, from any employee, in any status (Pending, Approved or Rejected). Managers and payroll use it to see the whole picture rather than just the pending queue.
Who can use it
- "View all leave requests" shows you every request.
- "Approve leave requests", or holding a role listed as a leave approver in Payroll Settings, lets you see every request, approve or reject them, and record leave for other people.
- Everyone else sees only their own requests, and can only edit or delete them while they're Pending.
You can only approve your own leave if your workspace allows self-approval. It follows the same setting as timesheets.
The Leave Register is part of the Civil Suite. See Roles & Permissions for how these permissions are granted.
Where to find it — Workforce & HR → Leave Register in the sidebar, for people who can see everyone's leave. Workers use Request Leave from the Dashboard or their My HR File.
How to use it
The table shows Employee, Dates, Type, Status, Days and Approved by, with the newest start date first. An Attachment column can be turned on from the column button. Search by name, or filter by Status and Type.
Approve sits on the row. Everything else is under the ⋮ menu, and depends on the request and your permissions:
- Approve — shows who, what and how many days, then approves it. If some days already have a timesheet, you must choose what happens (see below). The worker is told of the decision.
- Reject — needs Manager Notes. It's also available on approved leave, which reverses it. The worker is told of the decision.
- Edit — opens a slide-over. Approvers can edit any request. A requester can edit their own while it's Pending.
- Delete — only while a request is Pending.
- Resolve clash — shown on approved leave when days are still held by another timesheet.
- End early / didn't take it — for approved leave. Choose They didn't take any of it or Their last day of leave was, and the leave days are fixed. This doesn't need approval. If leave has already been paid up to a date, it can only end after that date.
Recording leave
Two buttons sit at the top:
- Record leave — for leave or a sick day someone told you about. Choose Employees (one or more), Leave type, From and To, then Status. Choosing Approved takes effect straight away. Only a leave approver can choose it, and anyone else's entry is saved as Pending. You can also add the Reason they gave and an Internal note.
- Request my leave — your own request, which goes through approval as usual.
Record leave is also in a person's row menu on People.
A request has these fields:
- Type — Annual, Sick, RDO, Carer's, Long Service, Unpaid, Other, Family & domestic violence, Compassionate, Community service / jury duty, Parental (unpaid), Workers' compensation or Time off in lieu.
- Start Date and End Date — the end date can't be before the start date.
- Reason — optional.
- Medical Certificate / Document — an optional PDF, Word document, JPG, PNG or WebP, up to 20 MB.
Not every type is offered to everyone. A casual gets fewer paid types, a subcontractor or someone with no pay level can only record unpaid leave, and the form explains why. If your workspace is in a portable long service scheme, long service leave is claimed from the scheme rather than recorded here.
Editing doesn't change the status. Decisions only go through Approve and Reject, and approvers can also add Manager Notes when editing.
When leave clashes with a timesheet
If someone already has a timesheet on a leave day, the approver has to choose:
- Replace those days with leave — the timesheets are taken out of pay. A submitted or approved one is kept on record as replaced.
- Keep the timesheets — no leave on those days — the worked days stand and are recorded as not taken as leave.
How approved leave flows through
Approving a request does two things automatically:
- Allocations — a leave allocation is created for the person over those dates, and any overlapping work allocation is split or trimmed around it. Rejecting or deleting the request reverses this.
- Payroll — an approved timesheet is created for each of their usual work days in the range, at their ordinary daily hours, tagged with the leave type. These days join the pay cycle's draft pay run automatically. If a day is a public holiday, paid leave is paid as a holiday instead.
While those days sit in a draft pay run you can still change the request, and the pay run updates to match. Once a pay run holding them has moved on from draft, you can't make a change that drops or alters those days. Correcting pay that has already been processed is a payroll adjustment in your payroll system, not a leave edit.
SubGrade gives you budget estimates and export quantities. Your payroll system works out leave balances and pay.
Connected pages
- My HR File — where a worker submits and tracks their own leave.
- Team Approvals — the day-to-day queue for pending leave. This page is the full register behind it.
- Allocation Manager — where leave and any split work allocations show up.
- Payroll Hub — where the leave days show up in their pay run.
- Workers Compensation — a No work certificate can record workers' compensation leave for you.
Tips & common mistakes
- No Leave Register in your sidebar? It only shows for people who can see everyone's leave. Your own leave is on My HR File.
- Can't edit or delete an approved or rejected request? Only approvers can edit once a decision is made, and nobody can delete it. Use Reject or End early / didn't take it instead.
- Rejecting always needs a note. Type a reason before you confirm.
- Off work with a work injury? Use Workers' compensation, not Sick, so payroll counts it separately.
- Don't change the allocations by hand first. Leave allocations and work-allocation splits happen automatically. Check the result in the Allocation Manager.