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View and download leave transactions

Updated in February-2024 | Subscribe to watch greytHR how-to video

A leave calendar commonly denotes a structured calendar or timetable that records and showcases instances when employees or individuals are on approved leave from their work or other obligations. 

The Leave Calendar page in the greytHR ESS portal displays a detailed overview of your leave and holidays for the current year. You can view your team member’s availed leave and approved leave plans here. One of the major benefits of this page is the better forecasting of your leave plans as you can see your teammates approved leave plans. The page also helps you to see the restricted holidays and general holidays with the configured legend color here. 

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

View leave transactions through filter type option

You can view your complete leave activities for the current leave year. You can view your availed leave and your team member’s leave activities across any category in a calendar view.

To view the leave transactions, perform the following actions:

  1. On the Leave Calendar page, click the Filter Type dropdown list. 

  2. Select the required option from the dropdown list. The leave transaction details for the current month are displayed in a calendar view.

  3. In the calendar view, click a particular date to view the employees with their leave transaction details for the selected date.

    Note:

    • You can see a number displayed inside the date cell. The number indicates the number of leave taken on that particular date. This number can vary based on the selected Filter Type.  

    • You can also see the restricted holidays and general holidays with the configured legend color inside the date cell.  

    • In a few cases, you can see both restricted holidays and general holidays falling on the same date. In this scenario, select the particular date and kindly check the information under Holidays to see the applicability. The applicability can be based on several factors, such as Designation, Department, and Location. The applicability factors are completely dependent on the admin configuration.  

  4. Under Leave Transactions, the leave transaction details of the selected date will display. The leave transaction details include employee details, the number of the leave, and the duration of the leave.

View leave transactions through search employee filter

You can also view your leave transactions by using the Search Employee filter. This filter allows you to view the leave transaction details of any employee working in your company.

To view the leave transactions, perform the following actions:

  1. In the Search Employee search box, enter any employee's name. Select the employee from the search results.

  2. In the calendar view, click a particular date to view the leave transactions for the selected date and selected employee.

  3. Under Leave Transactions, the leave transaction details of a selected employee for the selected date will display.

How to apply filter for viewing the leave transactions

You can apply the filter(s) based on the available categories for viewing the leave transactions. Perform the following actions to apply the filter:

  1. Click the Filter icon. Apply Filter widget opens.

  2. Go to any category from the available categories and click the dropdown list. 

  3. A list of category menu options displays. Select the required checkbox(es) to view the leave transaction details of the selected options. You can also search for the required category option. Enter any keyword in the Search textbox and select the checkbox from the search results.

  4. Click Apply to apply the category filter.

  5. In the calendar view, click a particular date to view the leave transactions for the selected date and applied category.

  6. Under Leave Transactions, the leave transaction details of the applied category for the selected date displays.

Download your leave transactions

You can download the leave transactions in Excel format. To download your leave transactions, perform the following actions:

  1. Select the required Filter Type from the dropdown list.

  2. Select the required month from the calendar view. Click <Prev to move to previous months, and click >Next to move to the future months. 

  3. Click the Download icon to download your Leave Transactions. The downloaded leave transactions will display the leave details for the selected month.

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