This guide covers everything an employee needs to use LeaveFlow for self-service leave management. Employees have access to the /my/... area.
The employee dashboard gives you a quick overview of your current leave situation:
| Section | Content |
|---|---|
| Leave balance card | Regular and carryover entitlement: granted, used, planned, remaining |
| Upcoming absences | Your next approved leave requests |
| Manager banner | (Managers only) Count of pending approvals with a direct link |
Balance card explained:
Carryover entitlement is shown separately with its expiry date (typically March 31).
Select the absence type (e.g., Urlaub, Sonderurlaub)
Choose start date and end date
Select day type: Full Day, Morning Half-Day, or Afternoon Half-Day
The live preview updates automatically as you type — it shows:
Click Submit Request
The request enters the Pending state and is routed to your department lead for approval. You receive a notification once it is approved or rejected.
Half-day requests are only possible for single-day requests (start date = end date). For multi-day requests, only Full Day is available.
If you need to combine a half-day with additional full days, submit two separate requests:
Day type options:
| Type | Description |
|---|---|
| Full Day | Entire working day |
| Morning Half-Day | First half of the working day (AM) |
| Afternoon Half-Day | Second half of the working day (PM) |
Half-day hours are calculated from your work schedule — typically 50% of your daily scheduled hours.
Your leave balance shows:
| Entitlement Type | Details |
|---|---|
| Regular | Annual leave granted at year start |
| Carryover | Unused leave rolled over from the previous year, with an expiry date |
Consumption order: Carryover is always consumed first (FIFO — first expiry first). Regular entitlement is consumed after the carryover is depleted.
Expired carryover (past the expiry date) is excluded from the balance calculation. It no longer shows as available.
If your balance looks incorrect, contact your admin. Only admins can manually adjust entitlements.
Your request list shows all leave requests and their current status:
| Status | Meaning |
|---|---|
| Pending | Submitted, waiting for manager approval |
| Approved | Approved, hours deducted from balance |
| Rejected | Rejected by manager (reason shown in detail view) |
| Recorded | Auto-approved (used for non-approval types like Krankheit) |
| Cancel Requested | You have requested cancellation of an approved leave |
| Cancelled | Cancelled — hours restored to balance |
Click any request to see the full detail view including the working days breakdown.
You can cancel a pending request yourself at any time — no manager approval required. Click Cancel Request on the request detail page.
For approved requests with future dates, click Request Cancellation on the detail page. This submits a cancellation request to your manager. You cannot cancel approved requests with start dates in the past.
Once your manager confirms the cancellation, the request moves to Cancelled and the entitlement hours are restored to your balance.
If your manager denies the cancellation, the request remains Approved and you receive a notification with the reason.
Every leave request has a complete audit trail that shows:
| Event | Details |
|---|---|
| Request submitted | Date and time |
| Approved / Rejected | Date, actor (manager name), reason (for rejections) |
| Cancellation requested | Date and time |
| Cancellation confirmed / denied | Date, actor, reason (for denials) |
The audit trail is append-only — it cannot be edited or deleted.
The team calendar shows all approved leave requests in your department. Use it to plan your leave around your team's schedule.
Filters available:
Public holidays and company-wide non-working days are shown as background events.
LeaveFlow provides two iCal subscription feeds that work with any calendar app (Apple Calendar, Google Calendar, Outlook, Thunderbird):
| Feed | Content |
|---|---|
| Personal feed | Your own approved and recorded absences |
| Team feed | All approved absences in your department (names shown) |
The feed URL contains a personal token. Anyone with the URL can read the feed. If you believe the URL was compromised, click Reset Token on the profile page. The old URL stops working immediately.
Feed range: Each feed covers 3 months in the past and 12 months in the future, relative to today.
| Setting | Description |
|---|---|
| Display language | German (Deutsch) or English — overrides the browser default |
| 2FA setup / management | Set up or remove TOTP-based two-factor authentication |
| iCal subscriptions | Personal and team calendar feed URLs + token reset |
Select your preferred language. LeaveFlow supports:
The setting is saved to your account and persists across devices.
LeaveFlow supports TOTP-based two-factor authentication (RFC 6238). Compatible apps include:
Each backup code can only be used once. If you run out, click Regenerate backup codes. The current TOTP code is required to confirm regeneration. The old codes are invalidated immediately.
If you lose access to your authenticator app and have no backup codes, contact your admin to reset your 2FA enrollment. After reset, you must re-enroll on next login.
If your company requires 2FA, you will see a banner prompting you to set it up before the enforcement deadline. After the deadline, every request is redirected to the 2FA setup page until enrollment is complete.
You receive notifications for the following events:
| Event | Channel |
|---|---|
| Leave request approved | In-app + Email |
| Leave request rejected | In-app + Email (with reason) |
| Cancellation request confirmed | In-app + Email |
| Cancellation request denied | In-app + Email (with reason) |
| Leave request submitted (for managers) | In-app + Email |
| Entitlement expiring soon (30 days) | In-app + Email |
Toggle email notifications per event type on or off. In-app notifications are always delivered and cannot be disabled.
The bell icon in the navigation bar shows a badge with unread notification count. Click any notification in the inbox to navigate directly to the related leave request.