Managing employee leave should be structured, transparent, and accountable. Petra Business Suites provides a step-by-step leave application workflow that ensures every request is properly reviewed — from staff submission to stand-in confirmation and final managerial approval.

This guide walks through the complete leave process, showing how employees apply for leave, nominate stand-ins, and how managers review and approve requests.

Step 1: Navigating to Apply for Leave

Employees can begin a leave request by navigating through the main sidebar:

• Leave → Apply

This opens the Leave Application form where staff can view their available leave balances (Annual, Sick, or other enabled leave types).

Step 2: Submitting a Leave Request

On the Leave Application page, the employee selects:

• Leave type (e.g. Annual Leave)
• Leave period (start and end dates)
• A short description or reason for the leave

Petra automatically calculates the number of leave days and displays how many days remain.

Once completed, the staff member submits the request.

Step 3: Nomination of a Stand-In

As part of the leave application, staff may be required to nominate a stand-in — a colleague who will temporarily cover responsibilities during the leave period.

The nominated stand-in receives a notification requesting confirmation of availability.

Step 4: Stand-In Review and Response

The stand-in reviews the request details, including:

• Applicant name
• Leave period
• Number of days
• Leave description

They can either:

• Accept the stand-in responsibility, or
• Decline if unavailable

Until the stand-in responds, the request remains in a Pending Stand-In Approval state.

[Image: Accept or Reject Stand-In Request]

Step 5: Manager Notification and Review

Once the stand-in accepts, the leave request is forwarded to the employee’s line manager.

Managers receive instant notifications informing them that a leave request requires review.

Step 6: Manager Approval Process

Managers can view all pending leave requests from the Leave Requests section. Each entry displays:

• Staff name
• Leave type
• Leave period and number of days
• Stand-in status

Selecting a request opens a detailed view where the manager can:

• Approve the leave
• Reject the leave (with reason)

Step 7: Leave Status Updates

After approval:

• The employee is notified of the final decision
• The leave is recorded against the employee’s balance
• HR and reporting records are updated automatically

Approved leaves become visible across dashboards, calendars, and reports, ensuring complete transparency.

Why This Workflow Matters

Petra’s structured leave workflow ensures:

• Clear accountability through stand-in confirmation
• Managerial oversight before leave is finalized
• Accurate leave balances and audit-ready records
• Reduced disruption during staff absence

By guiding each request through defined approval stages, organisations maintain operational continuity while giving employees a smooth, transparent leave experience.

In Summary

From application to approval, Petra Business Suites transforms leave management into a clear, traceable process. Every request follows a structured path — ensuring no leave is taken without visibility, confirmation, and authorization.

With built-in notifications, stand-in validation, and manager approvals, Petra ensures leave management is both employee-friendly and organisation-ready.