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As an employee

1

Open the Leave tab

Your balance for each leave type is at the top, alongside upcoming approved leave and your recent requests with their current stage.
2

Choose the type and dates

Pick a leave type, a start date and an end date.
3

Choose the duration

Full day, first half or second half. Half-day options only appear for types that allow them.
4

Read the quote

Before you submit, OnTime tells you exactly what the request costs — see below. This is the moment to catch a range that accidentally spans a holiday, or one you cannot afford.
5

Add a reason and a backup contact

The reason goes to your approver. The backup contact is who your work goes to while you are away; OnTime suggests colleagues who are not themselves on leave for those dates.
6

Submit

It goes to your direct manager. If the leave type requires it, HR reviews after your manager approves. The request shows which stage it is at.

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The quote

The quote is computed live from your dates, your shift’s weekly offs, the organization’s holiday calendar and your current balance:
The conflict check looks at your own existing leave. It does not tell you how many colleagues are already off on those dates — your manager sees that on the approval screen.
An insufficient balance does not block you from submitting. Your approver decides; the usual outcome is that the excess becomes Loss of Pay. Talk to them first rather than submitting and hoping.

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What happens next

Your manager sees the request in their approvals queue with the context to decide. You are notified when a decision lands, along with any note they left. While it is pending, the request appears in your list at its current stage. Approved leave moves to Upcoming and the covered days appear on your history calendar as Leave — or Half for a half-day.

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Applying on someone’s behalf

Administrators and HR can file a request for an employee — for people who cannot file themselves, or to record leave that was agreed offline.
1

Open the employee's record

Find them in the directory and go to the Leave tab. Their balances and history are there.
2

Apply on behalf

Same form as the employee’s: type, dates, duration, reason.
3

Submit

The request is created against that employee, and the action is written to the audit log with your identity.
Filing on someone’s behalf does not approve it. The request still enters the normal chain and still needs a decision — and if you file it, the same-actor rule means you cannot be the one to approve it.
You can only file for employees inside your scope: your direct reports, or the whole organization if you hold hr:approve.