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Request leave

Check how many leave days you have left, request time off, and follow your request until it is decided.

Use My leave to see how many leave days you have left and to ask for time off. Your manager, an admin, or an owner then approves or rejects your request.

Before you begin

  • Everyone can request leave, whatever their role: Employee, Manager, Admin, or Owner. You find it under My space → My leave.
  • Your company needs at least one leave type (a kind of leave, such as annual leave or sick leave). Until an admin adds one, you cannot select Request leave, and the page asks you to contact your admin.
  • Admins and owners set up leave types and company holidays in Settings → Leave. See Set up leave types and holidays.

Check your leave balance

Go to My space → My leave. The page starts with My balance. Each leave type has its own card:

  • The large number is the days you have left, for example 8 left. Days that are waiting for a decision are already taken off.
  • The line under it shows the days you used, the days pending, and your total for the year, for example 3 used · 1 pending · of 12.
  • A leave type with no day limit shows ∞ instead of a number.
Each leave type your company offers has a card, even before your first request. If your company has no leave types yet, My balance says No balance yet — request leave to start one. If you joined partway through the year, your first year may have fewer days. This depends on how your admin set up the leave type.

Each year has its own balance. Kelola counts the whole request in the year of its first day. For a leave type that resets on your work anniversary, that year starts on your join date, not on 1 January. Each card shows the year it covers, under the leave type name, for example 2026. For a leave type that resets on your work anniversary, the card shows that year's first and last day instead, for example Jun 15, 2026 – Jun 14, 2027. If you request the same leave type in two different years, you see two cards with the same name, side by side, the older year first.

Unpaid leave with a day limit must fit your balance too, so the number left never goes below zero.

Make a request

  1. Go to My space → My leave.
  2. Select Request leave.
  3. In Leave type, choose the kind of leave you need.
  4. In Dates, select your first day, then your last day. For a single day, select the same date twice.
  5. If the leave type allows half-days, a Half-day field appears. Keep Full days, or choose Half day (first day), Half day (last day), or Half day (both ends).
  6. Select Request.

Kelola shows how many days the request uses, for example Leave requested — 3 days. The request appears under My requests with the status Pending.

You can also pick dates in the past, for example for a sick day you already took. The first day can be at most 30 days ago, in your company's time zone.

See how Kelola counts the days

Kelola counts only the working days in the dates you pick.

  • Only your working days count. Your admin sets them as your work week, most often Monday to Friday. If you work on Saturdays, Saturdays count too.
  • Your company's holidays never count.
  • Each half day takes 0.5 days off. Half day (both ends) takes 0.5 off your first day and 0.5 off your last day, so 1 day less in total.
  • For a one-day request, Half day (first day) and Half day (both ends) both count as 0.5 days. Half day (last day) does not change a one-day request: it still counts as 1 day.
  • A half day comes off the first or last day only if that day is a working day.

For example, a request from Monday to Friday with Half day (last day) uses 4.5 days.

Check the limits

  • Leave must fit the days you have left, paid or unpaid. If it does not, Kelola does not send the request. Check the number left on your card before you request.
  • You cannot request dates that have no working days at all, for example only your days off.
  • Leave types with no day limit are not limited by your balance.
  • You cannot request a day that is already in another pending or approved request.
To take two half-days on the same date, request that date once as a full day.

Follow your request

After you select Request, the days are held as pending in your balance.

Kelola sends a notification and an email about your request to the people who can decide it: the manager above you in your company's org structure, and every admin and owner. Kelola skips anyone who is Suspended or Offboarded. Any of them can approve or reject it.

If you are an owner or admin, you cannot decide your own request while someone else can. If nobody else can, for example because you are the only owner, you decide it yourself under Pending approvals, and the audit log marks your decision Self-approved.

When someone decides:

  • Approved: the days move from pending to used.
  • Rejected: the days go back to your balance.

You get a notification and an email with the decision. To stop the emails, turn off Email notifications in Preferences (in the account menu). The notification is in the language you use in Kelola. The email is in the Language you chose in Preferences, or in English if you never chose one.

The person who rejects a request cannot add a reason, so you do not see one. Ask your manager if you want to know why.

After your leave is approved, your name appears on Home under Out today on each day of your leave. Everyone in your company can see this list. It shows your name and the date your leave ends, not the leave type. Your manager also sees your approved leave on the team calendar.

Withdraw a request

You can withdraw your own request while it is still Pending, for example when your plans change before anyone decides.

  1. Go to My space → My leave.
  2. Under My requests, find the request. It shows Pending.
  3. Select Withdraw.
  4. Kelola asks you to confirm and repeats the leave type, the dates, and the number of days. Select Withdraw request.

The request now shows Withdrawn, and the days go back to your balance at once. The people who could decide it get a notification and an email that say you withdrew it. They get the email only if their Leave emails are on in Preferences. Kelola also records the withdrawal in the audit log.

If someone decides the request at the same moment, their decision counts. Kelola shows This request was already decided. and the list shows the real status.

To change the dates or the leave type, withdraw the request, then make a new one.

You cannot withdraw a request after it is approved or rejected. Kelola cannot undo an approved request yet. If your plans change after approval, tell your manager or your admin.

Next steps

Fix a shift

Schedule shifts