Leave

Home > Management Mode > Leave

Administrators can select Leave from the Home page in Management Mode to open the Leave page. From here, they can add or grant leave, search and export leave records, configure leave policies, and manage public holidays.

Enable Leave Applications

Home > Management Mode > Organization > My Organization > Leave Application Feature

Administrators can select Organization from the Home page in Management Mode, then select My Organization to open the organization settings. Here, they can enable or disable online leave applications. When enabled, users (employees) can submit leave applications through SwipePoint. When disabled, they cannot apply for leave online.

Status Leave Application Feature
Enabled Users (employees) can apply for leave online.
Disabled Users (employees) cannot apply for leave online.

Set a Leave Approver

Home > Management Mode > Personnel > Personal Information > Any User (Employee) > Leave Approver

Administrators can select Personnel from the Home page in Management Mode, select Personal Information, and then select a user (employee) to open that person's profile. The Leave Approver can be the organization creator, a top-level administrator, or an administrator in the same group as the user (employee). Each user (employee) can have only one Leave Approver. A leave application takes effect only after the assigned approver approves it.

By default, the Leave Approver for a user (employee) is the organization creator.

Set Leave by Schedule

Home > Management Mode > Personnel > Personal Information > Any User (Employee) > Leave by Schedule

Administrators can select Personnel from the Home page in Management Mode, select Personal Information, and then select a user (employee) to open that person's profile. When Leave by Schedule is enabled, the user (employee) can select a start date, end date, and leave type to apply for multiple days of leave at once instead of submitting a separate application for each day.

Before enabling Leave by Schedule, assign a work schedule to the user (employee). This feature cannot be enabled for a user who does not have a work schedule.

Leave Applications

Home > Management Mode > Leave > Leave Applications

Administrators can select Leave from the Home page in Management Mode, then select Leave Applications to open the Leave Applications page. Select any user (employee) to view that person's leave applications.

Administrators can set a date range with the date selector. They can also open the three-dot menu on the right and select Last Month, This Month, Next Month, or This Year to quickly view leave records for a predefined period.

Administrators can search all leave types or filter the results by a specific leave type.

Add Leave

Home > Management Mode > Leave > Leave Applications > Any User (Employee) > Add Leave

Administrators can select Leave from the Home page in Management Mode, select Leave Applications, select a user (employee), and then select Add Leave. On the Add Leave page, they can add a leave record for that user (employee).

Leave Types

The default leave types currently include Annual Leave, Compensatory Leave, Personal Leave, Ordinary Sick Leave, Bereavement Leave, Marriage Leave, Job-Seeking Leave, Family Care Leave, Official Leave, Occupational Injury and Sick Leave, Unpaid Sick Leave, Paternity Leave, and Unpaid Parental Leave.

Delete Leave

Home > Management Mode > Leave > Leave Applications > Any User (Employee) > Any Leave Application > Delete

Administrators can select Leave from the Home page in Management Mode, select Leave Applications, select a user (employee), and then select a leave application to open its details page. They can delete the leave record from this page.

When to Delete a Leave Application

  • Natural disaster or force majeure: A typhoon day, earthquake, or another natural disaster changes the leave arrangement.
  • Personal cancellation: The user (employee) changes their plans and cancels the scheduled leave.
  • Incorrect application details: The user (employee) entered the wrong date, time, or leave type and needs to submit the correct information.
  • Duplicate application: A system issue or operating mistake caused the same application to be submitted more than once.
  • Leave date adjustment: Business needs or personal plans require different leave dates, so the original application must be deleted and submitted again.
  • Incorrect leave type: The wrong leave type was selected, such as Personal Leave instead of Sick Leave, so the application must be deleted and resubmitted with the correct type.
  • Company policy or holiday adjustment: The company changes a leave policy or holiday arrangement and the corresponding application must be removed.
  • Position or department change: A new position, department transfer, or reassignment requires the original leave arrangement to be reviewed and adjusted.
  • Special business need: An urgent task, important project, or staffing requirement requires an employee's leave to be canceled.
  • Employee resignation or transfer: Unused leave applications must be cleared when a user (employee) resigns, transfers, or is about to leave the organization.
  • Application does not meet approval rules: The application does not comply with company policy or was not approved and must be deleted.
  • Sick or emergency leave cancellation: The user (employee) recovers or the emergency is resolved and the original leave is no longer needed.
  • Approval error: An application was approved or rejected by mistake and must be removed before it is processed again.
  • System error: A system issue created a duplicate or incorrect leave record that must be deleted.

Leave Records

Home > Management Mode > Leave > Leave Records

Administrators can select Leave from the Home page in Management Mode, then select Leave Records to view the leave records of all users (employees).

Add to Device Calendar

Administrators can add a leave application record to a calendar on their device. This makes leave information easier to track and helps the team stay aware of employee availability.

Steps

  1. Open SwipePoint, switch to Management Mode, and go to Home.
  2. Tap the Notifications icon in the upper-right corner.
  3. Select the leave application record to add from the notification list.
  4. On the leave application details page, tap Add to Device Calendar.
  5. In the menu that appears, select the destination calendar on the device and confirm.

Notes

  • This feature only adds a leave record to the device calendar. To remove it later, delete the event manually from the calendar app on the phone or other device. SwipePoint cannot synchronize deletions.
  • Deleting a leave application record in SwipePoint does not automatically remove an event that was already added to the device calendar. The administrator must delete the calendar event manually.

Delete a Record on Android

  1. Open the Google Calendar app on the phone.
  2. Find and select the leave application record to delete.
  3. Tap the three-dot icon in the upper-right corner to open more options.
  4. Select Delete to remove the record.

Delete a Record on iOS

  1. Open the Calendar app on the iPhone.
  2. Select the leave application record to open its details.
  3. Scroll to the bottom and tap Delete Event to remove it from the calendar.

Sync the Built-In Calendar with Google Calendar

Use the following settings to keep the phone's built-in calendar synchronized with Google Calendar.

Android Devices (Google Calendar)

  1. Open the Google Calendar app.
  2. Tap the profile picture in the upper-right corner, then tap Add another account.
  3. Follow the on-screen instructions to sign in to the Google Account.
  4. To verify synchronization, tap the profile picture, Manage accounts on this device, the account, and then Account sync. Make sure Calendar is enabled.

iOS Devices

  1. Open the iPhone Settings app.
  2. Select Apps, Calendar, and then Calendar Accounts.
  3. Tap Add Account, then select Google.
  4. Sign in to the Google Account and make sure Calendar synchronization is enabled.

After these settings are configured, the phone's built-in calendar and Google Calendar can stay synchronized so that schedule information remains current and consistent.

Administrators should periodically compare calendar events with records in SwipePoint to prevent discrepancies from affecting leave and staffing arrangements.

Natural Disaster Leave (Typhoon Leave) Process

If a typhoon day or another force majeure event causes an unplanned closure, complete the following steps after normal work resumes:

  1. Administrator actions

    • Sign in and open Management Mode > Leave > Leave Type Settings > General Leave Types.
    • Add a general leave type named Typhoon Leave, or another suitable name, so the leave can be identified clearly.

  2. User (employee) actions

    • Every affected user (employee) signs in, selects the new Typhoon Leave type, and submits a leave application.

  3. Approver actions

    • Confirm each user's application, then review and approve the applications individually to keep all records accurate.

Note: Complete both the leave application and approval in SwipePoint to keep attendance records complete.

Alternatively, delete the scheduled shift for every affected user (employee) on the natural disaster day. Employees will not need to submit a separate natural disaster leave application, but SwipePoint will not retain a Typhoon Leave record, which may reduce the completeness of the attendance data.

Frequently Asked Questions

Q1: Can an administrator add Personal Leave hours from the management system?

A: Yes. Select Management Mode, Leave, Leave Applications, a user (employee), and then Add Leave. On the Add Leave page, the administrator can add a Personal Leave, Sick Leave, or other leave record for that user (employee).

Q2: Can an administrator delete an employee's leave?

A: Yes. Select Management Mode, Leave, Leave Applications, a user (employee), and then a leave application. On the application details page, the administrator can delete a Personal Leave, Sick Leave, or other leave record.

Q3: How do I delete a leave application?

A: Select Management Mode, Leave, Leave Applications, a user (employee), and then the leave application. Delete the leave record from its details page.

Q4: Where can administrators find the leave management features?

A: Select Leave from the Home page in Management Mode. The Leave page provides features for adding and granting leave, searching and exporting leave records, configuring leave types, and managing public holidays.

Q5: How do I enable or disable online leave applications for users (employees)?

A: From the Home page in Management Mode, select Organization, then My Organization. Enable or disable Leave Application Feature on the organization settings page. When enabled, users (employees) can submit leave applications online. When disabled, they cannot apply for leave online.

Q6: Who can approve leave applications, and who is the default Leave Approver?

A: The organization creator, a top-level administrator, or an administrator in the same group as the user (employee) can be assigned as the Leave Approver. Each user (employee) can have only one assigned approver. The organization creator is the default. A leave application takes effect only after the assigned approver approves it.

Q7: How does an administrator add a leave record for a user (employee)?

A: From the Home page in Management Mode, select Leave, Leave Applications, the user (employee), and then Add Leave. Add the leave record on the Add Leave page.

Q8: Which leave types does SwipePoint provide by default?

A: The default leave types currently include Annual Leave, Compensatory Leave, Personal Leave, Ordinary Sick Leave, Bereavement Leave, Marriage Leave, Job-Seeking Leave, Family Care Leave, Official Leave, Occupational Injury and Sick Leave, Unpaid Sick Leave, Paternity Leave, and Unpaid Parental Leave.

Q9: When might an administrator need to delete a user's leave record?

A: Common reasons include a natural disaster or force majeure event, personal cancellation, incorrect application details, a duplicate application, a leave date or leave type change, a company policy or holiday adjustment, a position or department change, a special business need, employee resignation or transfer, failure to meet approval rules, cancellation of sick or emergency leave, an approval error, or an invalid record caused by a system error.

Q10: Where can an administrator view leave records for all users (employees)?

A: From the Home page in Management Mode, select Leave, then Leave Records. The Leave Records page shows the leave records for all users (employees).

A: After normal work resumes, an administrator should open Management Mode > Leave > Leave Type Settings > General Leave Types and add an appropriate type such as Typhoon Leave. Every affected user (employee) then selects that leave type and submits an application. The assigned approver reviews and approves each application so that the attendance records remain complete and accurate.

Q12: What should I do if a user (employee) deletes an application before the approver processes it?

A: SwipePoint does not retain the application in the management system if the user (employee) deletes it before approval. The user (employee) must submit a new application before the approver can review it again.

Subscribers receive priority support. If you encounter an error or need help using SwipePoint, contact the SwipePoint team through our official LINE account. We will prioritize your request to help keep attendance management running smoothly. LINE ID: @nka7729y | Contact the SwipePoint team

This manual strives for accuracy and completeness, but we do not assume any liability for errors, omissions, or updates. The content may be modified at any time without prior notice. We are not responsible for any damages arising from the use of this manual or downloading its contents, including but not limited to system failures, data loss, or infringement of rights. Users assume full responsibility and risk.