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Leave Cancellation Guide

Overview

This guide explains how to handle leave cancellation requests in the LeaveHub app. When employees request to cancel their previously approved leave, approvers need to review and either approve or reject these cancellation requests.

What are Leave Cancellation Requests?

Leave cancellation requests occur when employees want to cancel leave that has already been approved. This might happen due to:

  • Changed personal circumstances
  • Work priorities that require their presence
  • Emergency situations
  • Project deadlines

Identifying Cancellation Requests

Visual Indicators

  • Cancellation requests are highlighted in a different color than regular leave requests
  • They appear in your approval queue alongside new leave requests
  • The request will show special indicators or tooltips mentioning "Cancellation Requested"

Where to Find Them

  1. Log into the LeaveHub app
  2. Go to "Approvals" section
  3. Look for highlighted entries in your approval queue
  4. Use the Status filter to show "Cancellation Requested" items specifically

Processing Cancellation Requests

Step-by-Step Process

Step 1: Review the Request Details

  1. Click the information icon (i) to view full details
  2. Check the original leave dates
  3. Review the current date to see if leave has started
  4. Look for any employee comments explaining the cancellation reason

Step 2: Consider Key Factors

Before making a decision, consider:

  • Timing: Has the leave period already started?
  • Notice Period: How much advance notice did the employee provide?
  • Operational Impact: Will canceling affect work schedules or coverage?
  • Team Planning: Have other arrangements been made based on this leave?
  • Company Policy: What are your organization's cancellation policies?

Step 3: Make Your Decision

To Approve the Cancellation:

  1. Click the Green Checkmark (Approve) button
  2. The original leave will be cancelled
  3. The employee's leave balance will be restored
  4. The employee receives automatic notification
  5. The request status updates to "Cancelled"

To Reject the Cancellation:

  1. Click the Red X (Reject) button
  2. A comment dialog will appear
  3. Enter a clear reason for rejecting the cancellation
  4. Click "Submit" or "Reject" to confirm
  5. The original leave approval remains intact
  6. The employee receives your rejection with comments

System Actions After Processing

When You Approve a Cancellation

  • Original leave request status changes to "Cancelled"
  • Employee's leave balance is automatically restored
  • Calendar systems update to reflect availability
  • Notification sent to employee confirming cancellation
  • Any related coverage arrangements may need manual adjustment

When You Reject a Cancellation

  • Original leave approval remains unchanged
  • Employee retains the approved leave dates
  • Leave balance remains allocated to the original request
  • Employee receives notification with your rejection comments
  • Original leave proceeds as scheduled

Record Keeping

Documentation Requirements

  • All cancellation decisions are automatically logged
  • Comments and reasons are permanently recorded
  • Approval/rejection timestamps are maintained
  • History is available for audit and review purposes

Reporting

  • Cancellation patterns can help improve leave planning
  • Track trends to identify potential policy issues
  • Use data to support team planning discussions

Troubleshooting

Common Issues and Solutions

Cannot see cancellation requests - Check if you have proper manager permissions - Verify the Status filter isn't hiding cancellation requests - Ensure you're viewing the correct team members

Approve/Reject buttons not working - Confirm the request is still in "Cancellation Requested" status - Check your internet connection - Refresh the page and try again

Employee disputes cancellation decision - Review your documented reasons - Discuss with HR if policy clarification is needed - Consider escalating to senior management if appropriate

Last Updated: September 2024 Version: 1.0 Document Type: End User Guide