Leave Types Setup
Leave types are the categories of leave your employees can apply for — Casual, Sick, PTO and so on. Each type carries its own allowance: how many days per year an employee is entitled to, how many days of that type may be taken in a single month, and whether the leave is paid or unpaid. PMSuite ships with a default set of leave types, and every one of their limits is configurable per company. When a leave type is no longer needed, it is archived rather than deleted, so historical leave records stay intact.
Who can use it
Managing leave types is a Settings-level task, so it is normally handled by the company admin or an HR user whose role grants access to Settings and the HR module. If a colleague cannot see Leaves Settings, check Settings → Roles & Permissions for their role — and have them log out and back in after any permission change, because permission updates do not always apply to an already-active session.
Prerequisites
- Access to Settings in your PMSuite workspace.
- Nothing else is required. Leave types are a foundational step — you can configure them before employees, shifts or attendance are fully set up.
How to Access
Navigation: Sidebar → Settings → Leaves Settings.
Leaves Settings has two tabs:
| Tab | What it holds |
|---|---|
| General Settings | Your active leave types and their allowances. |
| Archived Types | Leave types you have taken out of circulation. |
Employees' submitted leaves live separately under HR → Leaves (/account/leaves), and usage per type is reported under HR → Leave Report (/account/leave-report/leave-quota).
The default leave types
Every company starts with these four types. All values are editable.
| Leave type | Days allotted per year | Monthly limit | Paid? |
|---|---|---|---|
| Casual | 10 | 2 | Paid |
| Sick | 8 | 3 | Paid |
| PTO / Earned | 15 | 5 | Paid |
| Unpaid | 0 | 30 | Unpaid |
Two things worth reading twice:
- Unpaid is allotted 0 days by default. That is intentional — it has no annual entitlement to draw down, and is governed instead by its monthly limit of 30.
- The monthly limit is separate from the annual allowance. Casual leave gives 10 days a year but no more than 2 in any one month, so an employee cannot spend the whole annual balance in a single stretch unless you raise the monthly limit.
How to Use
Step 1: Review what you already have
Open Settings → Leaves Settings → General Settings. The four default types are listed with their annual allotment, monthly limit and paid/unpaid status. Most companies only need to adjust these numbers rather than build a list from scratch.
Step 2: Adjust an existing type
Edit the leave type and change its allotted days, monthly limit or paid/unpaid setting to match your company policy, then save. The new limits apply per company — they do not affect any other workspace.
Step 3: Add a new leave type
Use the add action on the General Settings tab to create an additional type, give it a name, set its annual days allotted and monthly limit, and mark it paid or unpaid. Newly added types become available to employees alongside the defaults.
Step 4: Archive a type you no longer use
Archiving moves a leave type out of active use and into the Archived Types tab. Leave types are never hard-deleted in PMSuite, which is deliberate: leave already recorded against that type keeps its history and continues to appear in reporting.
Effect on other features
- Applying for leave — the active types in General Settings are the options employees see when they submit a leave request, and the annual allotment plus monthly limit are what their request is checked against.
- Leave Report (
/account/leave-report/leave-quota) — reports quota usage per leave type, so the allowances you set here are what the report measures against. - Attendance — a day covered by an approved leave shows with the On Leave status in the monthly attendance grid.
- Paid vs unpaid — the paid/unpaid flag on a type is what distinguishes leave that carries salary from leave that does not, so get it right before payroll runs for the period.
Limitations
- No hard delete. You cannot permanently remove a leave type. Workaround: archive it. It disappears from the list employees pick from, while past records and reports remain complete — which is usually what you actually want.
- The Unpaid default looks empty. Its 0 days allotted can read as a misconfiguration. Workaround: leave it at 0 and control it with the monthly limit, or set an explicit annual figure if your policy caps unpaid leave per year.
- Allowances are per company, not per employee. A leave type's days allotted applies to everyone using that type. Workaround: create a separate leave type for the group that needs a different allowance, and archive it if the arrangement ends.
Troubleshooting
A leave type is missing from the employee's application form. Check the Archived Types tab first — an archived type is still in the system but no longer selectable. Restore it from there if it was archived by mistake.
Someone cannot open Leaves Settings. This is a role permission issue, not a leave configuration issue. Check Settings → Roles & Permissions for their role, then have them log out and back in — permission changes do not always take effect in an active session.
An employee hit a limit even though they have annual days left. They have most likely reached the type's monthly limit rather than the annual one. Casual, for example, allows only 2 days in a month by default. Raise the monthly limit on that type if your policy is more generous.
The numbers on screen do not match the defaults in this article. Someone has already customised them. That is expected — the defaults only apply to a fresh company, and every value is editable afterwards.