30. Employee leave management

Screenshots show the Turkish interface of Prozence with fictional "Örnek Teknoloji A.Ş." data; the English interface has the same layout.

This chapter is for the people who set up and manage the leave module: the leave module admin, the human resources (HR) approvers and the app administrator. You set the working days, the seniority tables, public holidays and holiday eves, the rules of the leave types, the leave advance and the tracking of signed leave forms; you enter the balances, give the final approval and receive the signed forms with the QR code.

For the employee's leave request screens and the manager's first approval, see 21. Employee leave.

Who: Leave module admin · HR (leave operator) · App administrator

In this chapter

• Opening the settings (leave module)
• Working days, seniority tables and public holidays
• Day counting: the Work time schedule and the migration
• Rules of paid and unpaid leave types
• Carry-over, leave advance and backdated requests
• Tracking the signed form
• Assigning approvers and viewers
• The approval flow and human resources approval
• Entering and adjusting annual leave balances
• All requests, cancelling and recording leave for an employee
• Handling the employee's cancellation request (human resources)
• Receiving the form with the QR code (human resources)
• Exporting approved leave to payroll software

Opening the settings (leave module)

Who: Leave module admin, app administrator · Where: Admin → Modules → Leave

What it does: Turns on the leave module and puts all its rules on one screen.

Before you start: The module is off by default in the company. The app administrator can turn on the module in Admin → General → the module list (see 10. Administration and setup).

1. On a computer, click Admin in the menu on the left.
2. In the Modules group, click Leave. Leave settings opens. If you are a module admin but not an app administrator, you see only your own modules in Admin.
3. The shortcuts at the top: Annual leave balances and All leave requests open the related windows; Assign HR approvers (for the app administrator only) takes you to People and permissions.
4. Select the Leave requests on (employees request leave in the app) checkbox.
5. Usually leave the If the manager is also an HR officer, one approval is enough checkbox empty (see The approval flow and human resources approval).
6. Fill in the sections below and click Save settings at the very bottom. The message "Leave settings saved." appears.

Important: Only the module admin and the app administrator can change the settings: "Only the module admin can change settings." Since 0.99.2, there is no Settings button in the My leave box; the old #izin-ayar link takes you to this tab. If you try to go to another tab or page without saving, an unsaved changes warning appears (1.3.2).

Working days, seniority tables and public holidays

Who: Leave module admin · Where: Admin → Modules → Leave

What it does: Sets how leave days are counted and how much annual leave entitlement an employee gets by length of service.

1. Under Working days, select the working days (e.g. Mon–Fri). If a work schedule is saved in the Work time module, working days are counted from the person's schedule; this list is a fallback (see Day counting: the Work time schedule and the migration).
2. Under Seniority tables (annual leave), enter "… years and above → … days" on each row. For Türkiye, click Load preset table (1 year → 14, 6 years → 20, 15 years → 26 days). To add a row, click + Row; to delete one, click Delete.
3. Read the age rule line below the table: "Türkiye: at least 20 days for those aged 18 and under and 50 and over (Labour Law art. 53)." If there are employees whose year of birth has not been entered, the warning "Birth year missing for N employees; the rule can’t be applied to them (see "Birth year not entered" in Balances)." appears (see Entering and adjusting annual leave balances).
4. If you have employees in another country, select the country in the Add country table list. Set the Default country.
5. Under Public holidays, fill in the Dates (one YYYY-MM-DD per line) box or click Add Türkiye 2026–2027 holidays.
6. Check the Holiday eves (half day; one YYYY-MM-DD per line) box or click Add Türkiye 2026–2027 eves.
7. Click Save settings.

Important:

• Check the dates of religious holidays and eves every year.
• In a country with no rows, no entitlement is added on the anniversary; HR manages the balance manually.
• Dates can be written in YYYY-MM-DD or dd.mm.yyyy format (1.1.8). A date that cannot be read is not saved: "Holiday date couldn't be read: "…". Write the date as dd.mm.yyyy (e.g. 29.10.2026)." (for an eve, "Eve date couldn't be read: …"). At least one working day must be selected: "Choose at least one working day."
• A change to the eves applies only to new requests; older approved requests are not recalculated.

Day counting: the Work time schedule and the migration

Who: Leave module admin, HR · Where: Admin → Modules → Work time → Work schedule (the source of the counting)

What it does: In leave counted in working days, each employee's own working days are counted. For example, in a department that works on Saturdays, Saturday also counts as a leave day; a day on which a part-time employee does not work is not counted.

How does it work?

1. If the Work time module is on and at least one work schedule is saved, the employee's schedule is found in this order: per person → assigned to the department → company default (see 29. Time and attendance management).
2. The days that are not "Holiday" in the schedule (Office, From home, Remote, Field) are working days.
3. If Work time is off or no schedule has been saved, the Working days in the Leave setting apply.
4. Public holidays and holiday eves are always taken from the Leave setting.

In the Request leave form, the employee sees the line "Counted using your work schedule (…).". HR's Record leave on their behalf form uses that employee's schedule. The payroll export and the reports also count leave days with the person's schedule.

Migration (1.3.2): Once after the update, the days of pending requests (awaiting manager or HR) counted in working days are recalculated with the person's schedule. Only the ones with a difference change; the change is written to the request's history as Day count updated. The days of approved and closed requests do not change. No notification goes to the employee or the approver.

Important: After the migration, changing the work schedule affects only later requests and the preview; the days of a pending request are not recalculated automatically. If necessary, the employee cancels the request and sends it again.

Rules of paid and unpaid leave types

Who: Leave module admin · Where: Admin → Modules → Leave → Leave types and rules

What it does: Turns each leave type on or off; sets the maximum number of days at a time, the maximum number of times a year, how the days are counted, whether a document is asked and the balance of the type.

1. Under Leave types and rules, click the card of the type. The card title shows a summary of the rules (e.g. "bakiyesiz · tek seferde en çok 3 gün · takvim günü" — "no balance · max 3 days at a time · calendar days" — or "3 days a year, carries over · max 2 times a year · working days").
2. Enter the rules (0 = no limit). See the table below.
3. Repeat the same steps for other types and click Save settings.

Result: When the employee selects the type in the Request leave form, they see its rules on one line; types with their own allowance are listed in the My leave box as "remaining / total allowance this year" (remaining: pending requests are subtracted; total: the yearly allowance and the carried-over days).

Additional Article 2 types (1.1.8): Marriage, paternity, adoption and bereavement leave are counted in calendar days by default; leave for a disabled child's treatment stays in working days. If the saved setting of these four types says "working days", it is changed to calendar days once after the update; the number of days of requests sent before does not change. If your company wants working days, set Day count on the card back to Working days.

Important:

• A type cannot both be deducted from annual leave and have its own allowance: "…: bir tür ya yıllık izinden düşer ya da kendi yıllık hakkı olur; ikisi birden seçilemez." ("…: a type is either deducted from annual leave or has its own yearly allowance; you cannot select both.")
• For a type with its own yearly allowance, if Max at a time (days) is larger than the yearly allowance (or, if carry-over is on, larger than the yearly allowance plus the carry-over limit), it is reduced to the yearly allowance (rounded up to a full day) when you save.
• The "Deducted from annual leave" choice is written to the record when the request is made; changing the setting later does not affect older requests.
• The rules apply to the employee's request. Record leave on their behalf (HR entry) records leave that has already taken place and is not stopped by the rules.
• Sick leave / medical certificate, maternity leave and leave for a disabled child are private types: on the calendar and for viewers, only "on leave / private leave" shows. Only HR, the person who approves the request and the employee see the document; each opening is recorded.

Carry-over, leave advance and backdated requests

Who: Leave module admin · Where: Admin → Modules → Leave → Rules and Advance leave

What it does: Sets the carry-over of annual leave, whether an employee with no or insufficient entitlement can take a leave advance, and how many days back an employee can enter a request.

1. Under Rules, enter the Carry-over limit (days; 0 = unlimited) value.
2. Under Advance leave, select the Employees with no or insufficient entitlement may take advance leave checkbox. The Maximum advance (days) field appears; if it is empty, 5 is suggested.
3. Enter the Backdated requests (days) value.
4. Click Save settings.

Result: While the leave advance is on, the employee sees the row "Advance leave: up to …" in My leave. For a request with an advance, the approver sees the warning "… days of this request are advance (leave not yet earned)." The advance is not a separate transaction: the remaining balance goes below zero, and the entitlement added on the anniversary covers the negative amount. While the advance is off, an employee whose balance is not enough is offered the Send as unpaid leave option (if the unpaid leave type is on; 1.1.7).

Important:

• In Türkiye, annual leave entitlement carries over. Ask your legal adviser before you set a carry-over limit.
• The advance applies only to types that are deducted from annual leave. The company decides the legal suitability of the advance (employment contract, internal regulation).
• When the advance is turned off, pending requests with an advance stay; new requests with an advance cannot be sent.
• When an employee leaves the company, HR closes the advance they used with a balance adjustment.

Tracking the signed form

Who: Leave module admin · Where: Admin → Modules → Leave → Signed leave form

What it does: Tracks whether the signed form of approved leave was handed in to HR. While tracking is on, approved leave stays Signed form pending until the form is received; on receipt, it becomes Finalized.

1. Select the Track signed forms of approved leave (HR photographs the form and it is recognised by its QR code) checkbox.
2. Select or clear the When all approvals are given, email the form to the employee as a PDF (attached; "Your leave is approved — sign the form and hand it to HR") checkbox.
3. Under Remind every working day at 09:30 until the form is delivered, select the channels: Phone notification, Email (form attached as PDF), SMS.
4. Click Save settings.

Tip: If no SMS provider is set, the box says "No SMS provider set (My payslips → SMS); once set, SMS goes to employees with a mobile number on file."

Important: No reminder is sent on weekends, on public holidays or on the day of approval. If no channel is selected, there is no reminder. Tracking applies only to leave approved after the feature was installed. If you turn it off, all emails and reminders stop.

Assigning approvers and viewers

Who: App administrator, leave module admin · Where: Admin → Modules → Leave → Permissions

What it does: Sets who gives the final approval (HR), who can only view, and who manages the module.

1. Go down to the Permissions section at the bottom of the Leave tab.
2. In the role's box, type a name in the Add person… field and select it in the list. To remove a person, click × next to them.
3. To give a role to everyone in a department, click + Add department under Role by department.
4. Click Save.

Tip: For the detailed permission setup, see 10. Administration and setup.

In group companies (1.8.5): If Admin turned on Company-based HR scope, the Operator, Viewer and Module admin see only the requests, balances and signed forms of employees of their own company. Assign an HR officer from each company (see 15. Multiple companies, language, KVKK and license). Since 1.8.8, HR approval and HR notifications are also limited to the requester's company; if that company has no HR officer, the HR step falls to the Admins (see The approval flow and human resources approval).

The approval flow and human resources approval

Who: HR (leave operator) · Where: My Area → My leave → Awaiting approval (N)

What it does: You give the final approval to requests that the manager approved. Approved leave is added to the calendar, the Board and the directory as "On leave", and is deducted from the balance.

Approval flow:

1. The employee sends a request → Awaiting manager. The manager gets the notification and email "Leave request awaiting your approval".
2. The manager approves → Awaiting HR. HR gets the notification and email "Leave request awaiting your HR approval".
3. HR approves → Signed form pending (if tracking is on) or Approved. The employee gets a notification and an email with the PDF attached.
4. HR receives the signed form → Finalized.

The request of an employee who has no manager set, or whose manager left the company, goes directly to HR; HR approves it. If the manager is on leave today and selected a cover person in the leave record, that person approves the manager step on the manager's behalf (1.3.2; see 21. Employee leave). For requests that wait for more than 2 days, the approver gets the reminder "Pending leave request".

The HR step is a separate decision (1.1.7):

• While If the manager is also an HR officer, one approval is enough is off, if the person who approved the manager step is an HR officer and there is another HR officer, the request becomes Awaiting HR; that person cannot approve the HR step: "Yönetici adımını siz onayladınız; İK adımını başka bir İK yetkilisi onaylar." ("You approved the manager step; another HR officer approves the HR step."). If there is no other HR officer, the manager approval also counts as the HR approval and the history says "İK onayı (aynı kişi — tek onay kuralı: başka İK yetkilisi yok)" ("HR approval (same person — one approval rule: no other HR officer)").
• If no other HR officer remains after the request moved to the HR step, the HR approval falls to the person who approved the manager step. The card says "You approved the manager step; HR approval is a separate decision."; when you approve, the You are also giving the HR approval window opens and you give the second decision separately with Yes, I also give the HR approval.
• The leave of employees whose manager is an Admin or an HR officer can also wait at the HR step under this rule. An app Admin who is not a leave operator does not see the requests at the HR step in their queue.
• While Company-based HR scope is on (1.8.8): the approvers of the HR step are the HR officers in the requester's company. If that company has no HR officer (other than the employee), the HR step falls to the app Admins. An Admin who approved the manager step cannot approve the HR step while there is another Admin (separation of duties); if they are the only Admin, the decision window says "You approved the manager step. Company-based HR scope is on and there is no other HR approver in the company of …; the HR approval falls to you as Admin. Approve it as a separate decision." If the request is finalised with a single approval at the manager step, the history says "İK onayı (aynı kişi — tek onay kuralı: çalışanın şirketinde başka İK yetkilisi yok, Admin onayı)" ("HR approval (same person — one approval rule: no other HR officer in the employee's company, Admin approval)").

HR officers (1.7.4): The people you select in the HR officers (receive HR alerts and HR approval notifications) list under Admin → Modules → Leave settings receive the "Leave request awaiting your HR approval" notification at the HR step, the HR-step requests in the Awaiting approval queue, the "N employees have missing leave details" row on Today, the employees' "Notify HR" alerts and the HR step of cancellation requests. If the list is empty, these go to the Leave operators and, if there are none, to the Leave module admins; so people who are only Leave module admins no longer get HR's daily alerts. The selection does not change who can approve: module admins and the other HR officers keep opening requests from All requests and deciding. Only Leave HR officers (operator, module admin, Admin) can be added to the list; a person who leaves the company is dropped from it automatically.

Approving as HR:

1. In the My leave box, click Awaiting approval (N). The requests that are Awaiting HR (and your team's requests that wait for manager approval) are listed.
2. Each card shows the person, leave type, dates, number of days, department, "Annual leave remaining: … (pending …)", description, the person who covers and, if there is one, the Belge: … ("document: …") button. For a request with an advance, the advance warning appears. The card and the request details also have the team capacity box (1.5.0): it shows how many people from the department will be on leave on those dates if you approve, and their names (see 14. Services and human resources management).
3. Click Approve (HR). In the window that opens, read the line "HR approval: the leave is finalized and added to the calendar.", write a Note if you want and click Approve. The message "Approved and added to the calendar. A signed form is expected from the employee." appears.
4. To reject, click Reject, fill in the Reason for rejection (sent to the requester) box and click Reject.

Leave of an employee who is leaving (1.8.8): If the employee's departure has been entered or planned, a request that falls after the leaving date cannot be approved: "The leaving date of … is …; this leave falls after the leaving date and cannot be approved. Reject the request or ask for the dates to be corrected." Pending requests that start entirely after the leaving date are cancelled automatically when the departure is entered. HR corrects pending requests that run past the departure and approved leave that falls after it (see 10. Administration and setup).

Important: You cannot approve your own request. Viewers see sick notes, maternity leave and leave for a disabled child only as "Private leave". A request cannot be decided twice: "This request is no longer awaiting approval."

Entering and adjusting annual leave balances

Who: HR · Where: My Area → My leave → Balances (or Admin → Modules → Leave → Annual leave balances)

What it does: You enter each employee's opening balance (including carried-over days) once; after that, the entitlement is added automatically on each work anniversary according to the seniority table.

1. Click Balances. The Annual leave balances table shows each employee's Country, Hire date, Opened, Entitlement, Used, Planned, Pending and Remaining days. Planned is leave that is approved but has not started (1.1.7). For an employee whose opening balance has not been entered, Opened says "Not entered" and Remaining "—".
2. Read the warnings above the table: "Opening balance missing for N employees; their remaining days aren’t final." and "Birth year missing for N employees: the "at least 20 days" rule for ages 18 and under and 50 and over (Labour Law art. 53) can’t be applied. Tap the person and enter the birth year."
3. To see only the people with missing information, select the Only those with missing information (N) checkbox. Each row shows what is missing, such as "Eksik: işe giriş tarihi, açılış bakiyesi, doğum yılı" ("missing: start date, opening balance, year of birth") (1.3.2). When you tap an employee's Notify HR notification, the table opens with this filter.
4. You can type a name or department in the search box. Click an employee's row.
5. Under Opening balance and seniority, fill in the Opening balance (days, incl. carried over), Balance date, Start date and Country (seniority table) fields.
6. Write a short note in the Change note (required for a negative opening) box; the old and new values are written to the transactions together with the note.
7. If you want, enter the Birth year (visible to HR only). In Türkiye, the annual leave of employees aged 18 or younger and 50 or older cannot be less than 20 days; this is applied automatically when the birth year is entered.
8. Click Save. The message "Balance saved." appears.
9. To change the balance later, under Adjustment, type the Days (+/−) and the Reason, and click Add adjustment.

Tip: Under Transactions, all changes to the balance are listed with who made them. You can export the table with Download CSV (izin-bakiyeleri.csv; for people whose opening balance has not been entered, the Opened and Remaining cells are empty, and there are the "Opening entered" and "Birth year entered" columns). When the entitlement is added on the anniversary, the employee gets the notification "Your annual leave entitlement was added".

Common errors and warnings: "Opening balance must be between −30 and 400 days." · "Write the change note for a negative opening balance." · "The start date can’t be in the future." · "Adjustment cannot be 0 and may be at most ±100 days." · "Write the reason for the adjustment."

All requests, cancelling and recording leave for an employee

Who: HR, viewer (view only) · Where: My Area → My leave → All requests

What it does: You filter the leave requests of the whole company, cancel approved leave, correct the leave type and record leave that has already taken place (e.g. a backdated sick note) for an employee.

1. Click All requests. The All leave requests window opens.
2. In the Status list, select Awaiting approval, Cancellation request (1.4.2; see Handling the employee's cancellation request (human resources)), Approved, Signed form pending, Rejected, Cancelled or All. Filter with Month. If the list is empty, you can remove the filter with Show all.
3. Click a request to see its details and History. For a pending request, Approve (HR) and Reject are here.
4. To cancel approved leave, click Cancel (since 1.4.2, the button shows only on leave that you can cancel: it does not appear for your own leave that has started or is in the past while there is another HR officer, or while the employee's cancellation request is awaiting the manager). Fill in the Reason for cancellation (sent to the employee and their manager) box and click Cancel. The leave is removed from the calendar, and the days go back to the balance; the people concerned get the notification "Approved leave cancelled".

Changing the leave type (1.1.7): If the employee selected the wrong type (e.g. it should be unpaid leave instead of annual leave), click Change type in the request details, enter the New type and the Reason (sent to the employee) and click Change type again. The number of days is recalculated with the counting of the new type, Type changed is written to the history, and the message "Leave type changed; the employee was notified." appears.

Recording leave for an employee:

1. In Balances, click the employee's row.
2. Click Record leave on their behalf. The HR entry: … window opens.
3. Fill in the Leave type, Start and End (last day of leave) fields; you can enter a past date. If there is a document such as a sick note, add it in the Document (optional) field.
4. Select one in the How should it be processed? list (1.1.7):
   • Send for manager approval (default) — the request goes for approval to the employee's manager (if there is none, to HR); it shows in the history that you opened the record.
   • Finalize as HR (reason required) — the record is saved as approved and goes on the calendar. Write the reason in the Description (e.g. a sick note).
5. Click Save. The message "Request sent for approval (yönetici)." ("… (manager)") or "Leave saved and added to the calendar." appears.

Important: You cannot process your own leave as HR: "You cannot process your own leave record as HR; another HR operator or an Admin must do it." Finalize as HR is not saved without a reason: "To finalize as HR, write the reason in "Description"."

Handling the employee's cancellation request (human resources)

Who: HR (leave operator), Admin · Where: My Area → My leave → Cancellation requests (N) or All requests → Status: Cancellation request

What it does: An employee cannot cancel their approved leave that has started or is in the past themselves; for this, they send a cancellation request (see 21. Employee leave). The request goes first to the employee's manager; when the manager approves, you give the final decision: you cancel the leave (the request is accepted) or you reject the request.

Flow:

1. The employee sends the request → Awaiting manager. The manager (and, if the manager is on leave, the deputy too) gets a notification. At this step, the request does not show in your list and you cannot cancel the leave with Cancel: "The employee's cancellation request is awaiting manager approval; HR decides after the manager."
2. The manager approves → Awaiting HR. HR gets the notification "Leave cancellation request awaits your decision" with the note "Manager approved: …". If the manager rejects it, the request is closed; you get no notification.
3. If the employee has no manager or the manager has left the company, the request goes straight to Awaiting HR.

Opening the cancellation request:

1. Tap the notification, or click Cancellation requests (N) in the My leave box. A pending request also shows on the Today card (Awaiting your approval) and in the bell (Waiting for you) as the row "N leave cancellation request(s) await your decision"; if there is only one request, the row opens the details of the leave directly.

2. The All leave requests window opens with the Status: Cancellation request filter. Only the requests that wait for the HR decision (that passed the manager or went straight to HR) are listed here; the row shows the Cancellation request badge. If no request waits for a decision, it says "No cancellation requests awaiting a decision."

3. Click the request. In the details, a yellow box shows "Cancellation requested (…) · Awaiting HR", Reason: and "Manager approval: Murat Çelik · 16 Oct 2026 · …". At the bottom, there are the Cancel and Reject request buttons.

Accepting the request (cancelling the leave):

1. Click Cancel. In the Cancel leave window, read the lines "The approved leave is cancelled: it is removed from the calendar and the balance is restored." and "This accepts the employee's cancellation request.".
2. Fill in the Reason for cancellation (sent to the employee and their manager) box (at least 3 characters) and click Cancel. The message "Cancelled." appears.

Result: The leave becomes Cancelled, it is removed from the calendar and the days go back to the balance; the employee and their manager get the notification "Approved leave cancelled". The employee's details say "Cancellation request accepted (date)". If HR event notifications (webhooks) are on, the normal leave cancellation event is sent.

Rejecting the request:

1. Click Reject request. The Reject cancellation request window says "The cancellation request is rejected; the leave stays approved.".
2. Fill in the Reason for rejection (sent to the employee) box (the button is not active until a reason is written) and click Reject request. The message "Cancellation request rejected; the reason was sent to the employee." appears; the employee gets the notification "Your leave cancellation request was rejected". The employee can then send a new request.

Segregation of duties:

• You cannot decide on your own cancellation request as HR: "You cannot decide on your own cancellation request; your manager or another HR officer must do it." If the employee is the only HR officer, the request goes to the other HR officers who can cancel the leave and to the Admins.
• If you approved the manager step of the cancellation request (e.g. the request of an employee whose manager you are) and another HR officer can decide, that officer gives the HR decision: "You approved the manager step of this cancellation request; another HR officer makes the HR decision." If there is nobody else, you decide (the rule from leave approval; see The approval flow and human resources approval).
• An Admin who is not a leave operator does not see the row on the Today card if they are not an HR recipient; they can open the request from All requests → the Cancellation request filter and decide.

Common errors and warnings:

• "This cancellation request is awaiting manager approval; HR decides after the manager." — the manager has not decided yet.
• "This leave has no cancellation request awaiting a decision (it may have just been decided). Refresh the screen." — someone else decided.
• "Only HR staff who can cancel this leave decide on the cancellation request." — you do not have HR permission.
• "Write the reason for rejection; it is sent to the employee." — the reason for rejection must be at least 3 characters.

Important: If the manager does not decide on the cancellation request, HR has to wait; if the manager is on leave, the cover person decides. The reason for cancellation is not prefilled with the reason of the request; write your own reason.

Receiving the form with the QR code (human resources)

Who: Leave operator (HR), leave module admin · Where: My Area → My leave → Receive signed form

What it does: When the employee gives you the signed form, you take a photo of the form. The QR code on the form is read on the phone, the leave is found automatically and marked as "received"; the leave becomes Finalized. The photo is kept with the leave record.

Before you start: Tracking the signed form must be on.

1. In the My leave box, tap Receive signed form. The number of pending forms shows in brackets. At the bottom of the window, Leave awaiting a signed form is listed.
2. Tap Take / choose a photo of the form. On a phone, the camera opens; put the form on a flat surface and take the photo so that the QR code is sharp.
3. If the QR code is read, a green box shows "✓ Received: IZ-…" with the employee's name, leave type, dates and duration. The employee gets the notification "İzin formunuz teslim alındı" ("your leave form has been received").
4. For the next form, tap Take / choose a photo of the next form.

If the QR code cannot be read: The warning "The QR code could not be read. Put the form on a flat surface and photograph it again in good light with the QR code in focus." appears. In the list below it, select the Form no ("form number", e.g. IZ-128) of the form and tap Match with this leave and save. The record says "matched manually".

Common errors and warnings:

• "Form güncel değil: izin kaydı form yazdırıldıktan sonra değişmiş. Güncel formu yazdırıp yeniden imzalatın." ("The form is not current: the leave record changed after the form was printed. Print the current form and have it signed again.")
• "Bu form … tarihinde … tarafından teslim alınmış." ("This form was received on … by ….") — you can change the photo with Replace photo; the old photo is deleted.
• "Kendi izin formunuzu teslim alamazsınız; başka bir İK yetkilisi teslim almalı." ("You cannot receive your own leave form; another HR operator must receive it.")
• "This QR code does not belong to a leave form." / "Bu karekoda ait onaylı bir izin bulunamadı (izin iptal edilmiş)." ("No approved leave was found for this QR code (the leave was cancelled).")

Important: The photo is visible to the employee, HR and the module admin (View signed form). Viewers cannot see the photo of private types. The photos are kept in a protected folder and open only through the app. This screen needs a real phone camera; in the screenshot in this guide, the photo was selected from a file.

Exporting approved leave to payroll software

Who: HR, attendance officer · Where: My Area → Work time → Timesheet → Export to payroll software

What it does: The approved leave of the month is downloaded together with the timesheet (puantaj), with columns that fit the Excel import of the payroll software (Logo, Mikro, Luca, Netsis or a general template).

1. In the Work time box, click Timesheet and select the month.
2. Read the Pre-export check line under Export to payroll software (1.3.2).
3. Select the software and click Download Excel.

You can also get the same file from the Admin → Integrations → HR & accounting tab (see 13. Integrations). The Excel file has two sheets: Puantaj ("timesheet": per employee, days, hours, leave days by type and SGK (Social Security Institution) missing days) and İzinler ("leave"). For the checklist, details and a screenshot, see 29. Time and attendance management.

Important: Only approved leave is counted; leave that crosses the end of a month is split. Leave days are counted with each employee's own work schedule (1.3.2). The file has no Turkish ID (TC) number; matching is done by the personnel number.