How To Restrict Leave Requests by Team

A simple way to ensure that too many people don't take leave at the same time

HRLocker allows to limit the number of employees who can take leave at the same time using the 'team' function. This feature helps ensure adequate staffing levels. Here’s how to set it up and manage it effectively.

Setting Up the Maximum Simultaneous Leave Requests

Access HRLocker as Admin or Manager

  • Log in to HRLocker:
    • Log in to your HRLocker account as an Admin or Manager with settings permissions enabled.
  • Navigate to Settings and select Teams


Create or Edit a Team

  • Create or Edit Team:

    • Click on the Add New button to create a new team or the Edit button next to an existing team.
  • Set Leave Limits:

    • Tick the box to Limit the number of simultaneous leave requests.
    • Enter the maximum number of employees allowed to be on leave at the same time for this team.
  • Apply Limits:

    • Save your changes.
    • You can set different limits for different teams based on staffing needs.

Managing Employees in Teams

  • Assign Employees to Teams:

    • Go to the Directory and select the employee.
    • In their summary page, scroll down to the Teams section and tick the box for each team they are part of.
  • Remove Employees from Teams:

    • Untick the box next to the team to remove an employee from that team.

Handling Leave Requests

Employee Leave Request

  • Employee Booking Leave:
    • If an employee is in a team with a limit of 2 simultaneous leave requests:
      • If fewer than 2 employees have requested leave for the period, the leave will be processed as normal.
      • If 2 or more employees have already requested leave, the employee will see an error message indicating the team limit has been reached.

Manager Override

  • Manager Handling Special Circumstances:
    • If an employee has special circumstances, they can contact their manager or HRLocker Admin.
    • The manager can attempt to book the leave, and a popup will appear indicating the limit has been reached.
    • If the manager clicks Confirm, the leave will be approved despite the limit. Otherwise, the request will be cancelled.

Important Notes

  • Activation of Setting:
    • This setting only applies once it is enabled. Changing the setting will not affect any existing leave requests.

For further assistance or detailed guidance on managing leave requests and team settings in HRLocker, please contact HRLocker support.