The Leave requests report lists employees' leave requests for the period you choose: who's off, what type of leave, when, for how long, and where each request is in the approval process. It helps HR and managers plan ahead, keep approvals moving and answer questions about leave quickly.
What you can use it for
Plan team coverage. Filter by team or department and check upcoming approved leave before scheduling projects, events or shifts.
Keep approvals moving. Filter by Pending and look at Current approver to see whose approval each request is waiting for, then follow up.
Spot patterns. For example, filter by Sick leave over the last 12 months to see how often it's used and by whom.
Prepare data for payroll. Export a month of approved leave with the days used, ready to share with payroll or accounting.
Check the history of a request. See who approved or rejected it and when, without opening each request.
Before you begin
Time-off tracking must be switched on. Go to Settings → Features and check that Time-off tracking is enabled.
Check your access. Administrators can open every report. Other users need the Leave requests report on their role (see Give access to the report below).
Open the report
Go to Reports → CoreHR → Leave requests.
By default, the report shows pending and approved requests for the current month. You can change both the date range and the status filter at any time.
What each column shows
Column | What it shows |
Person | The employee, with their position and a link to their profile |
Leave type | The type of leave. Click it to open the request |
Status | Pending, Approved, Rejected or Withdrawn |
Approvers | Everyone in the approval chain. Hover over a person to see their decision, for example Approved, Pending, Queued (waiting for an earlier approver) or Skipped, and when they acted |
Current approver | The person the request is currently waiting for |
Last actioned on | When an approver last approved or rejected the request |
Starts on / Ends on | The first and last day of the leave |
Used | How many days or hours of the request fall within the selected date range |
Note | The comment the employee added to the request |
Click Person, Leave type, Status, Starts on or Ends on to sort by that column.
How dates and "Used" work
The report includes every request that overlaps the selected date range, even if it starts before or ends after it. Used counts only the part that falls inside the range. For example, if you select March and a request runs from 28 March to 4 April, the request appears in the report, but Used shows only the days in March. This makes the report reliable for monthly payroll exports.
Find what you need
Choose a date range, or pick one of the quick ranges, such as this month, last month or the last 12 months.
Use search to find a specific employee.
Click Add filter to narrow the report:
Status, for example to see only pending requests.
Leave types, to focus on one or more types, such as vacation or sick leave.
Employees, to see specific people's requests.
Teams, to see everyone in a team.
Employee details, such as Position, Department, Division, Location or Employment type.
Export the report
Click Export to.
In Format, choose Excel or CSV.
The file downloads straight away and includes all requests matching your date range, filters and search.
Give access to the report
Go to Settings → Roles and permissions.
Open the role you want to change.
In Company reports, select Leave requests in the CoreHR group.
Click Save.
Everyone with this role can now open the report in Reports → CoreHR → Leave requests.
💡 Tip: If a request you expect isn't in the report, check the Status filter first. By default, rejected and withdrawn requests are hidden.