Leave is earned by an employee and granted by an employer to take time off for personal reasons. The employee is free to avail leave in accordance with the company policy. Leave have many categories such as sick leave for illness, casual leave for personal reasons, compensatory off for extra working days and maternity leave for female employees. The type of leave that can be availed entirely depends on company policies.

The Leave Apply page in the greytHR ESS portal allows you as an employee to apply, withdraw, and cancel your leave applications.

To view the Leave Apply page, click Leave > Leave Apply.

You can perform the following actions on the Leave Apply page:

Apply for leave.
Apply for maternity leave
Apply for leave using future balance accrual
Apply for comp off.
Apply for restricted holiday.
View your leave balance for each leave type.
Encash your leave balance.
Cancel your leave application.
View your pending leave application.
View your leave history.

Apply leave

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, under the Apply tab, from the Leave type dropdown list, select the relevant leave type. For example - select Sick Leave.
Select From date and To date from the dropdown calendars and select their respective sessions from the dropdown list.
Note: After you select the dates and sessions, the system displays the number of days for which you have applied for leave.
The Applying to search box automatically displays your reporting manager. You can also search for the person manually in the search box by typing their name.
Click Add (+) icon and select the employee to add any employee whom you wish to notify the details of your leave application as CC.
In the Contact details text box, enter your contact number.
In the Reason text box, enter a reason for taking leave.
Click Attach file to attach any leave-related documents.
From the Stand-in Employee search box, enter the name or number of an employee who can take responsibility for your work during your absence.
Note: This Stand-in Employee option is applicable only for the configured leave types by the greytHR admin on the Leave Rules page. The leave reviewers can also override your selection if required.
From the Opt for the leave salary advance (custom field) option, select Yes/No.
Note: This custom field option is applicable only for the configured leave types by the greytHR admin on the Leave Rules page. The manager can also choose to override your selection if required.
Click Submit to apply for leave. A success message appears.

Apply for maternity leave

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, under the Apply tab, from the Leave type dropdown list, select Maternity Leave.
Choose From date and To date from the dropdown calendars and select their respective sessions from the dropdown list.
1. When you select Maternity Leave as the leave type and choose a From date, the system automatically calculates the To date as 182 calendar days, as per policy, including leap-year handling. The To date remains editable if allowed by policy and is recalculated automatically if the From date is changed.
2. If part of the maternity leave is already applied, or approved, the system allows you to apply only for the remaining eligible balance and prevents overlapping maternity leave periods. When the leave spans across leave years, the system follows the configured leave-year rules—prompting you to apply only for the current leave year if cross-year applications are restricted, or automatically splitting the leave across leave years if cross-year applications are allowed.
3. When the leave spans across leave years, the system follows the configured leave-year rules, including allowing early next-year applications only within the relevant days of the new leave year start, where applicable. You are guided with a system message to update the To date and apply the remaining leave after year-end processing.
  Note: After you select the dates, the system displays the number of days for which you have applied for leave.
The page automatically displays your reporting manager. You can also search for the person manually in the search box by typing their name.
Fill out the other required details similar to applying for any other leave type.
Click Submit to apply for leave. A success message appears.

Apply for leave using future balance accrual

With greytHR, you can apply for a day off using your upcoming or future leave accrual even if your current leave balance is zero.

greytHR automatically calculates your Leave Balance, Future Eligibility, Total Leave Balance, and the number of leave days you're applying for.

📝 You’ll see the Future Eligibility option only for specific leave types. This depends on how your admin has set it up, so it might not be available for all leaves.

Want to know more?

Click on the Future Eligibility icon to learn more.

Apply comp off grant

A comp off grant is a grant request from the manager to an employee for the additional work that was performed apart from the usual shift hours allocated to the employee.

To apply for comp off grant, perform the following actions:

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, click the Comp Off Grant option. A form appears.
From the Leave type dropdown list, select Compensatory Off.
Select From date and To date from the dropdown calendars, and select their respective sessions from the dropdown list.
In the Days text box, enter the number of days that you want to apply for comp off grant.
Your reporting manager will automatically be updated in Applying to search box. You can also search for the person manually in the search box by typing their name.
Click Add (+) icon and select the employee to add any employee whom you wish to notify about the details of your comp off leave application as CC.
In the Reason text box, enter a reason for working non-shift hours.
Click Submit to submit your application. A success message appears.

Apply for restricted holiday

To apply for restricted holiday, perform the following actions:

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, click Restricted Holiday. A form appears.
From the Holiday dropdown list, select the required restricted holiday.
Note: After you select the holiday, the system displays the holiday balance and the number of team members on leave.
Your reporting manager will automatically be updated in the Applying to search box. You can also search for the person manually in the search box by typing their name.
Click Add (+) and select the employee to add any employee whom you wish to notify about the details of your restricted holiday application as CC.
In the Contact details text box, enter your contact number.
In the Remarks text box, enter remarks, if any.
Click Submit to submit your application. A success message appears.

Apply leave cancel

The Leave Cancel option enables you to apply for cancellation of leave applications.

To apply for leave cancel, perform the following actions:

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, click Leave Cancel. A list of leave applications appears.
Select the required application.
Your reporting manager will automatically be updated in the Applying to search box. You can also search for the person manually in the search box by typing their name.
Click the Add (+) icon and select the employee to add any employee whom you wish to notify about the details of your leave cancellation application as CC.
In the Remarks text box, enter remarks, if any.
Click Submit to cancel the leave application.

Apply leave encashment

Leave Encashment is trading on your unused earned leave in exchange for cash, as per company policy.

To apply for leave encashment, perform the following actions:

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, click Leave money back. A form appears.
From the Year dropdown list, select the year for which you want to encash leave.
From the Leave type dropdown list, select the required leave type.
Note: After you select the Leave type, the system displays the encashable balance.
In the Days text box, enter the number of days.
Note: After you enter the days, the system displays the total amount for encashed leave.
Your reporting manager will automatically be updated in the Applying to search box. You can also search for the person manually in the search box by typing their name.
Click the Add (+) icon and select the employee to add any employee whom you wish to notify about the details of your leave encashment application as CC.
In the Remarks text box, enter remarks, if any.
Click Submit to submit your application. A success message appears.

Withdraw leave applications

The Pending tab gives you complete details of all the pending applications related to your leave.

To withdraw a leave application, perform the following actions:

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, click the Pending tab. A list of all the pending leave applications appears.
Select the required leave application. The card expands.
Click View Details to view more information about the leave you have applied.
Click Withdraw to withdraw your application.

View leave history

The History tab displays all the accepted/rejected status and complete history related to your leave.

To view the history of a leave application, perform the following actions:

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, click the History tab. A list of all the approved/withdrawn leave applications appears.
Select the required leave application. The card expands.
Click View Details to view the history of the leave application.

Frequently Asked Questions

How do I apply for leave in greytHR?

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, under the Apply tab, from the Leave type dropdown list, select the relevant leave type. For example - select Sick Leave.
Select From date and To date from the dropdown calendars and select their respective sessions from the dropdown list.
Note: After you select the dates and sessions, the system displays the number of days for which you have applied for leave.
The Applying to search box automatically displays your reporting manager. You can also search for the person manually in the search box by typing their name.
Click Add (+) icon and select the employee to add any employee whom you wish to notify the details of your leave application as CC.
In the Contact details text box, enter your contact number.
In the Reason text box, enter a reason for taking leave.
Click Attach file to attach any leave-related documents.
From the Stand-in Employee search box, enter the name or number of an employee who can take responsibility for your work during your absence.
Note: This Stand-in Employee option is applicable only for the configured leave types by the greytHR admin on the Leave Rules page. The leave reviewers can also override your selection if required.
From the Opt for the leave salary advance (custom field) option, select Yes/No.
Note: This custom field option is applicable only for the configured leave types by the greytHR admin on the Leave Rules page. The manager can also choose to override your selection if required.
Click Submit to apply for leave. A success message appears.

Where can I see my leave balance?

Your available leave balance for each leave type is displayed on the Leave Apply page while applying for leave.

Can I apply for half-day leave?

Yes. You can apply for half-day leave by selecting the appropriate session (first half or second half) while choosing the From and To dates.

Can I apply for leave for past or future dates?

This depends on your company’s leave policy. Some leave types allow past or future-date applications, while others may be restricted.

What happens after I submit a leave application?

Once submitted, your leave request is sent to your reporting manager (or configured reviewer) for approval. You can track the status under the Pending tab.

How is the number of leave days calculated?

After selecting the dates and sessions, the system automatically calculates and displays the total number of leave days applied.

Can I change the reporting manager while applying for leave?

Your reporting manager is auto-filled, but you can manually select another reviewer if allowed by your organization’s configuration.

What is the purpose of adding employees in CC?

Adding employees in CC helps notify relevant team members or stakeholders about your leave application.

Is it mandatory to enter a reason while applying for leave?

Yes. Providing a reason helps the reviewer understand the purpose of your leave request.

Can I attach documents to my leave application?

Yes. You can attach supporting documents such as medical certificates, if required. Attachments may be mandatory for certain leave types based on policy.

Can I apply for leave even if my current leave balance is zero?

Yes. If enabled by your admin, you can apply for leave using future balance accrual, where upcoming leave accrual is considered.

What is Future Eligibility?

Future Eligibility shows the leave you are expected to earn in the future and helps you apply for leave even when the current balance is insufficient.

With greytHR, you can apply for a day off using your upcoming or future leave accrual even if your current leave balance is zero.

greytHR automatically calculates your Leave Balance, Future Eligibility, Total Leave Balance, and the number of leave days you're applying for. You’ll see the Future Eligibility option only for specific leave types. This depends on how your admin has set it up, so it might not be available for all leaves.

How can I apply for maternity leave?

From the greytHR ESS portal, click Leave > Leave Apply.
On the Leave Apply page, under the Apply tab, from the Leave type dropdown list, select Maternity Leave.
Choose From date and To date from the dropdown calendars and select their respective sessions from the dropdown list.
1. When you select Maternity Leave as the leave type and choose a From date, the system automatically calculates the To date as 182 calendar days, as per policy, including leap-year handling. The To date remains editable if allowed by policy and is recalculated automatically if the From date is changed.
2. If part of the maternity leave is already applied, or approved, the system allows you to apply only for the remaining eligible balance and prevents overlapping maternity leave periods. When the leave spans across leave years, the system follows the configured leave-year rules—prompting you to apply only for the current leave year if cross-year applications are restricted, or automatically splitting the leave across leave years if cross-year applications are allowed.
3. When the leave spans across leave years, the system follows the configured leave-year rules, including allowing early next-year applications only within the relevant days of the new leave year start, where applicable. You are guided with a system message to update the To date and apply the remaining leave after year-end processing.
  Note: After you select the dates, the system displays the number of days for which you have applied for leave.
The page automatically displays your reporting manager. You can also search for the person manually in the search box by typing their name.
Fill out the other required details similar to applying for any other leave type.
Click Submit to apply for leave. A success message appears.

What happens if maternity leave spans across leave years?

The system follows configured leave-year rules—either restricting cross-year applications or automatically splitting the leave across leave years and guiding you with system messages.

What is a Stand-in Employee?

A Stand-in Employee takes responsibility for your work during your absence. This option appears only for leave types where it is enabled by the admin.

What is a Comp Off Grant?

A Comp Off Grant is a request for compensatory leave for working beyond regular shift hours. It must be approved by your manager before it is credited.

How can I apply for comp off grant?

To apply for comp off grant, from the greytHR ESS portal, click Leave > Leave Apply.

On the Leave Apply page, click the Comp Off Grant option. A form appears.
From the Leave type dropdown list, select Compensatory Off.
Select From date and To date from the dropdown calendars, and select their respective sessions from the dropdown list.
In the Days text box, enter the number of days that you want to apply for comp off grant.
Your reporting manager will automatically be updated in Applying to search box. You can also search for the person manually in the search box by typing their name.
Click Add (+) icon and select the employee to add any employee whom you wish to notify about the details of your comp off leave application as CC.
In the Reason text box, enter a reason for working non-shift hours.
Click Submit to submit your application. A success message appears.

How is a Restricted Holiday different from regular leave?

Restricted Holidays are optional holidays selected from a predefined list. While applying, you can also view the holiday balance and team availability.

How can I apply for restricted holiday?

To apply for restricted holiday, from the greytHR ESS portal, click Leave > Leave Apply.

On the Leave Apply page, click Restricted Holiday. A form appears.
From the Holiday dropdown list, select the required restricted holiday.
Note: After you select the holiday, the system displays the holiday balance and the number of team members on leave.
Your reporting manager will automatically be updated in the Applying to search box. You can also search for the person manually in the search box by typing their name.
Click Add (+) and select the employee to add any employee whom you wish to notify about the details of your restricted holiday application as CC.
In the Contact details text box, enter your contact number.
In the Remarks text box, enter remarks, if any.
Click Submit to submit your application. A success message appears.

Can I cancel an approved or applied leave?

Yes. You can apply for Leave Cancellation, which is sent to your manager for approval.

To apply for leave cancel, from the greytHR ESS portal, click Leave > Leave Apply.

On the Leave Apply page, click Leave Cancel. A list of leave applications appears.
Select the required application.
Your reporting manager will automatically be updated in the Applying to search box. You can also search for the person manually in the search box by typing their name.
Click the Add (+) icon and select the employee to add any employee whom you wish to notify about the details of your leave cancellation application as CC.
In the Remarks text box, enter remarks, if any.
Click Submit to cancel the leave application.

Can I withdraw a leave application?

Yes. Leave applications that are still in Pending status can be withdrawn from the Pending tab.

What is Leave Encashment and how can I apply for it?

Leave Encashment allows you to convert unused eligible leave into cash, as per company policy. The encashable balance and amount are shown before submission.

To apply for leave encashment, from the greytHR ESS portal, click Leave > Leave Apply.

On the Leave Apply page, click Leave money back. A form appears.
From the Year dropdown list, select the year for which you want to encash leave.
From the Leave type dropdown list, select the required leave type.
Note: After you select the Leave type, the system displays the encashable balance.
In the Days text box, enter the number of days.
Note: After you enter the days, the system displays the total amount for encashed leave.
Your reporting manager will automatically be updated in the Applying to search box. You can also search for the person manually in the search box by typing their name.
Click the Add (+) icon and select the employee to add any employee whom you wish to notify about the details of your leave encashment application as CC.
In the Remarks text box, enter remarks, if any.
Click Submit to submit your application. A success message appears.

Where can I track my leave application status?

Pending tab – View pending and withdrawable applications
History tab – View approved, rejected, cancelled, and withdrawn leave applications

Can I view the complete history of my leave applications?

Yes. The History tab displays detailed information and status changes for all past leave applications.

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