Step by step
Approve leave
Find the leave people asked for, approve or refuse it in Approvals with a note, see who is away, and cancel or record leave for someone.
When someone asks for leave on their phone, the request waits for a decision. Approve it or refuse it in Approvals. Once approved, the days come off their balance, attendance counts them as on leave, and everyone who plans the work can see who is away.
Open the Leave tab of Staff
Go to Customers and services › Staff and open the Leave tab. To see only what needs a decision, choose Waiting for approval in the list above the table.
Read the request and tap Decide
Each row shows who asked, the leave, the dates, the days and the reason. Before you decide, check who else is away those days. Tap Decide: Approvals opens at the request.
Tap Approve and add a note
Tap Approve on the request. Kila asks you to Approve this request. The Note is optional and is “Kept with the decision in the audit log.”
Tap Approve
Kila says Approved. The person who asked sees the decision in My time.
Check who is away
Back on the Leave tab, Away now and coming up lists everyone on leave now or soon, such as Brian Kipkemboi: Annual leave, 11 Nov 2026 to 12 Nov 2026, and the request says Approved.
You cannot give those days
Link to this section: You cannot give those daysTap Reject instead. Kila asks you to Reject this request, and Reject works only once you write a note: say why, and suggest other days if you can.
Plans change after you approved it
Link to this section: Plans change after you approved itOn the Leave tab, tap Cancel beside the approved leave. Kila says Leave cancelled, and the days go back to the person’s balance.
Someone is away without asking first
Link to this section: Someone is away without asking firstWhen someone phones in sick, record it for them: tap Record leave, choose Who, the Leave and the days, and tap Save.
A balance is wrong
Link to this section: A balance is wrongTap Adjust a balance. It is “For days carried over from last year, an opening balance, or a correction. Use a minus for days taken away.” Type the Days (plus or minus) and a reason.
Needs a manager
Leave can be approved by the owner, the general manager, a branch manager for their own branch, and anyone whose role allows recording and approving leave, such as an HR and payroll officer. Nobody decides a request about themselves.
- Ask for leave: what the person asking sees.
- Set working hours: when each person is due, for attendance.
- Run payroll: approved leave counts in the month’s pay.
Next: see the month’s pay in Run payroll.