📊Leave balance
The Leave Balance feature in Concord CRM tracks how many leave days each employee has available, used, and pending across different leave types. Leave balances are managed per employee, per leave type, and per year, giving you a clear picture of leave entitlements at any time.
Key Concepts
Leave Type: A category of leave (e.g., Annual Leave, Sick Leave, Casual Leave). Each leave type defines how many days per year are allocated.
Leave Balance: A record tracking one employee's entitlement for one leave type in a specific year.
Available Days: The number of days an employee can still take, calculated as:
Total Days + Carried Forward Days - Used Days - Pending Days.
Viewing Leave Balances
From the Leave Balances List
Navigate to HRM > Leave Balances in the sidebar menu.
The table displays all leave balance records with columns for employee name, leave type, year, total days, used days, pending days, available days, and carried forward days.
Use filters and search to narrow results by employee or leave type.
From an Employee's Detail Page
Open an employee's detail page.
Click the Leave Balances tab.
Each leave type is displayed as a card showing:
Leave type name and year
Total, used, pending, available, and carried forward days
A color-coded progress bar indicating usage percentage
Creating a Leave Balance
From the Leave Balances List
Navigate to HRM > Leave Balances.
Click Create Leave Balance.
Fill in the required fields:
Employee: Select the employee.
Leave Type: Select the leave type.
Year: Enter the year (e.g., 2026).
Total Days: The total number of days allocated for this leave type.
Carried Forward Days (optional): Days carried over from the previous year.
Click Create.
From an Employee's Detail Page
Open the employee's detail page.
Go to the Leave Balances tab.
Click Add Leave Balance (top-right).
Select the leave type, year, total days, and optionally carried forward days.
Click Create.
Note: Each employee can only have one balance per leave type per year. If a balance already exists for that combination, you will need to edit the existing record instead.
Understanding Balance Fields
Employee
The employee this balance belongs to.
Set at creation only
Leave Type
The type of leave (e.g., Annual, Sick).
Set at creation only
Year
The calendar year this balance applies to.
Set at creation only
Total Days
Total allocated leave days for the year.
Yes
Used Days
Days consumed by approved leave requests.
Auto-calculated
Pending Days
Days reserved by submitted (not yet approved) leave requests.
Auto-calculated
Available Days
Days still available for the employee to use.
Auto-calculated
Carried Forward Days
Days carried over from the previous year's unused balance.
Yes
How Balances Update Automatically
Leave balances are automatically updated when leave requests change status:
Submitted
Pending days increase by the requested number of days
Approved
Pending days decrease, used days increase
Rejected
Pending days decrease (days are released back)
Cancelled
If previously approved: used days decrease. If pending: pending days decrease
Available days are recalculated after every change using the formula:
Important: When an employee submits a leave request, the system checks if sufficient balance is available. If the available days are less than the requested days, the request will be rejected with an insufficient balance message.
Carry Forward
At the end of a fiscal year, unused leave days can be carried forward to the next year. This is controlled by system settings and leave type configuration.
System Settings
Carry Forward Enabled: Toggles whether carry forward is allowed system-wide.
Maximum Carry Forward Days: The maximum number of days that can be carried forward (default: 10).
Carry Forward Expiry: Number of months after the new year begins before carried forward days expire (default: 3 months).
Leave Type Settings
Each leave type can independently control carry forward:
Carry Forward Allowed: Whether this specific leave type allows carry forward.
Carry Forward Limit: A per-type cap on how many days can be carried forward (applied in addition to the system-wide limit).
How Carry Forward Works
At fiscal year end, the system calculates remaining unused days for each employee and leave type.
The carry forward amount is the minimum of:
Remaining unused days
System-wide maximum carry forward days
Leave type's carry forward limit (if set)
A new balance record is created (or updated) for the next year with the carried forward amount.
Carried forward days expire after the configured number of months. Once expired, they are no longer counted toward available days.
Pro-Rated Allocation for New Employees
When a new employee joins mid-year, their leave allocation is automatically pro-rated based on their joining date.
Example: If an employee joins on July 1st and the leave type allocates 24 days per year:
Remaining months in the fiscal year: 6
Pro-rated allocation:
(24 / 12) * 6 = 12 days
The system considers the configured fiscal year start month when calculating the pro-rated amount.
Employee Portal View
Employees logged into the Employee Portal can view their own leave balances from the Leave Balances tab on their profile. The employee column is hidden in this view since they are viewing their own data. Employees cannot create or modify leave balances; only administrators and HR managers can manage allocations.
Common Workflows
Setting Up Leave Balances for a New Year
Navigate to HRM > Leave Balances.
Create a new balance for each employee and leave type combination for the new year.
Set the Total Days based on the leave type's annual allocation.
If carry forward is enabled, the system will automatically populate Carried Forward Days from the previous year's unused balance.
Adjusting an Employee's Leave Balance
Open the leave balance record (from the list or the employee's detail page).
Click to edit the record.
Modify the Total Days or Carried Forward Days as needed.
The Available Days will be recalculated automatically.
Checking if an Employee Has Sufficient Leave
Open the employee's detail page.
Go to the Leave Balances tab.
Find the relevant leave type for the current year.
Check the Available Days value. This is the number of days the employee can still request.
Troubleshooting
"Insufficient leave balance" when submitting a leave request
The employee does not have enough available days for the requested leave type and year. Check the leave balance and either:
Reduce the number of requested days, or
Ask an administrator to increase the Total Days allocation.
Leave balance shows incorrect available days
Available days are calculated as Total Days + Carried Forward Days - Used Days - Pending Days. If the number seems wrong:
Check if there are pending leave requests that have reserved days.
Check if a cancelled leave request was not properly reflected (used or pending days were not decreased).
Verify the Total Days and Carried Forward Days values are correct.
No leave balance exists for an employee
Leave balances must be created for each employee, leave type, and year. If an employee has no balance:
Create one manually from HRM > Leave Balances or from the employee's detail page.
For new employees, balances may be automatically allocated with pro-rated days when the employee record is created (if leave types are configured).
Carried forward days not appearing
Ensure Carry Forward Enabled is turned on in system settings.
Verify the specific leave type has Carry Forward Allowed enabled.
Check that the previous year's balance had unused days remaining.
The carry forward process runs at fiscal year end; it may not have been executed yet.
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