Leave Guide
What is an online leave management system?
Short answer
A good leave system helps employees understand their balance, gives managers useful details and keeps HR history easy to review.
Start with a clear leave policy
Define leave types, yearly entitlement, document rules and approvers so employees can submit the right request from the start.
Give managers useful details
Leave requests should show balance, team overlap and reason so managers do not need to ask repeated questions.
Keep history easy to review
Each request should keep status, time, approver and notes so HR can review the history later.
Implementation checklist
- List legal and company leave types
- Define required documents by leave type
- Set primary and backup approvers
- Show leave balance before submission
- Keep status and reviewer notes for each decision
Common mistakes to avoid
Letting requests spread across too many channels
Not keeping approval or rejection reasons
Not showing current balance to employees
Who should own each part
HR
Defines leave types, rules, documents and approvers according to the policy currently in force.
Managers
Review balance, dates and team impact, then record a clear decision reason.
Employees
Check entitlement, dates and documents before submitting and follow status in one channel.
Payroll
Uses only approved leave records as an input to the pay-period review.
A practical starting plan
01
Prepare policy and opening balances
Confirm leave types, entitlement, documents, balances and approvers before accepting requests.
02
Try it with one team
Test normal requests, missing-document cases and an unavailable approver.
03
Review after one cycle
Check pending requests, repeated questions and payroll-impacting cases before using it across the company.
How to measure whether it works
Record a baseline, then compare after one or two approval cycles to see whether employees, managers and HR share the same status.
Incomplete requests
Requests returned because leave type, dates or documents are incomplete.
Approval time
Time from submission to decision and requests waiting beyond the target.
Balance questions
Times employees still ask HR instead of checking the current balance.
Payroll corrections
Records repaired because leave status or balance did not agree before closing.
Sources and review note
BaanHR's content and product teams reviewed this operational guide. Legal, tax, payroll and security requirements can change, so check the latest official source or a qualified adviser before making a high-impact decision.
- Labour Protection Act (No. 9), B.E. 2568, effective 7 December 2025
Thailand Ministry of Labour
- Labour Protection Act (No. 7), B.E. 2562
Thailand Ministry of Labour
Related HR questions
Where should teams start?
Start with leave types, balances and approvers because employees and managers use those every day.
Does leave management help payroll?
Yes. HR can review leave status before payroll closing instead of chasing information late.
Related BaanHR pages
Next step
BaanHR
See how this process works inside BaanHR with mobile, LINE and manager approval screens.
View BaanHR Leave