Leave Request Errors and How to Fix Them

Modified on Thu, 4 Sep at 10:53 AM

This guide covers common errors that prevent successful leave request submissions and how to resolve them. With these quick checks and solutions, you’ll be able to support employees efficiently and keep things running smoothly.

Common Errors in Leave Request:

Insufficient Available Leave Balance
Schedule not set for start/end date
System Security - not permitted to make changes
Inaccurate Leave Duration
Missing Data - Leave Duration
Workflow Not Found
Missing Data - Start date must be more than or equal to x day back.
Missing Data - Start date must be more than or equal to x in advance.

Summary

1. Insufficient Available Leave Balance

Scenario: An employee tries to apply Annual Leave but sees this error pop-up:

"You do not have enough leave balance to apply for this leave."

Possible Cause: The requested leave duration exceeds the employee’s current available leave entitlement.

Solution:

Review the employee's entitlement and adjust if needed. Refer:

Or you can advise the employee to apply fewer days based on their available balance.

2. Schedule not set for start/end date

Scenario: A red alert appears when the employee picks leave dates:

"Schedule not set for start/end date"

Possible cause #1	Possible cause #2
Shift not added. The employee's duty roster does not have a shift set for the affected date(s).	Schedule is not assigned to the employee. Without a work schedule, the system cannot apply shifts.
Solution	Solution
Review the employee's schedule and assign missing the shift: Assigning Shift in Duty Roster	Assign a schedule using one of the following methods: Assigning Schedule by Individual Batch Assign Work Schedule

To prevent this error from happening:

Set a default shift in Schedule Settings for rotation-type setups.
Ensure supervisors update rosters in advance for duty-based scheduling.

3. System Security - not permitted to make changes

Scenario: When user clicks Request > Leave, a pop-up appears:

"System Security - You are not permitted to make changes on your request, please check with your admin on this matter if this is an error."

Possible cause: The employee's user role doesn't have Edit permission for leave requests. Without this access, Worksy system prevents them from submitting leave.

Solution: Update access rights for the user role. Refer to this article: Employee Not Permitted to Make Changes on Leave Request

4. Inaccurate Leave Duration

Scenario: When staff applies leave from 15 Sept to 17 Sept, the system only shows 2.0 days instead of 3.0 days.

Possible cause: 16 September is a holiday in Malaysia (Hari Malaysia) and leave type is set to exclude holiday from leave taken, so it’s excluded from leave taken calculation.

Solution: Check leave type settings, update the settings under the "Day Types Included in Leave Taken" section. After updating the settings, the employee will need to Edit and Save the leave request again. The system should then reflect the correct duration.

Head over to this article for detailed steps: Leave Duration Not Accurate

5. Missing Data - Leave Duration

Scenario: This happens regardless of how many days are selected even for a 1-day leave. A pop-up appears:

"Missing Data! Leave Duration must be less than or equal to 0.0 days".

Possible cause: The error occurs because the requested leave duration (1 day) exceeds the Maximum Days Allowed setting (0 days). The system won’t allow the request to proceed if it goes over the limit.

"Missing Data! Leave Duration must be greater than or equal to 1.0 days".

Possible cause: The error occurs because the requested leave duration (0.5 day) is less than the Minimum Days Allowed setting (1 day). The system won’t allow the request to proceed if it doesn’t meet the minimum requirement.

Solution: Adjust Employee Self Service Policy by referring Step 5a & 5b in: Setting up Leave Type.

6. Workflow Not Found

Scenario: An employee cannot submit leave request because an error pop-up shows:

Workflow not found for (employee name)

Possible Cause:

The employee is not included in any approval workflow for leave requests. Without an approval workflow assigned, the system will prevent employee from submitting leave request.

Solution: Review your approval workflow settings and ensure the employee is included in the relevant workflow. Refer to this guide: Setting Approval Workflow & Usage Priority

7. Missing Data - Start date must be more than or equal to x day back.

Scenario: An employee tries to submit a backdated leave request (a leave date that has already passed).

Possible Cause:

While the leave type allow unplanned and back dated leave requests, the requested date has exceeded the maximum days back allowed in the leave type settings.

Solution:

Review your leave type settings to adjust the maximum days back.
Alternativelly, manually insert leave record in employee's leave history. Refer to this guide: Manually Insert Leave Record for Individual

8. Missing Data - Start date must be more than or equal to x in advance.

Scenario: An employee submits a leave request 1 day before (or less than the required notice period) the leave date.

Possible Cause:

The leave type settings has Block Unplanned Leave behavior.
Although the leave type allow unplanned leave, the request doesn't meet minimum advance notice in the settings.

Solution:

Review your leave type settings to adjust the minimum days in advance.
Alternatively, manually insert leave record in employee's leave history. Refer to this guide: Manually Insert Leave Record for Individual

Summary

Error Message	Possible Cause	Solution
"You do not have enough leave balance to apply for this leave."	Insufficient available leave balance	Review the employee's entitlement and adjust if needed. Refer: Viewing Individual Leave Entitlement & History How do I correct my employee's leave balance? Or advise the employee to apply fewer days.
"Schedule not set for start/end date"	1. No shift added in duty roster 2. No work schedule assigned	Review the employee's schedule and assign missing the shift: Assigning Shift in Duty Roster Assign a schedule using one of the following methods: Assigning Schedule by Individual Batch Assign Work Schedule
"System Security - You are not permitted to make changes on your request"	User role doesn't have Edit permission for leave requests.	Update access rights for the user role. Refer to this article: Employee Not Permitted to Make Changes on Leave Request
"Missing Data! Leave Duration must be ≤ X days"	Leave request doesn't meet minimum or exceeds maximum days allowed in the Leave Type setting.	Adjust Employee Self Service Policy by referring Step 5a & 5b in: Setting up Leave Type.
"Missing Data! Leave Duration must be ≥ X days"
"Workflow not found"	No approval workflow assigned to the employee.	Ensure the employee is included in the relevant workflow. Refer to this guide: Setting Approval Workflow & Usage Priority
"Missing Data! Start date must be more than or equal to x day back"	Requested date exceeds the maximum days back allowed in the leave type settings.	Review your leave type settings to adjust the maximum days back / minimum days in advance. Alternativelly, manually insert leave record in employee's leave history. Refer to this guide: Manually Insert Leave Record for Individual
"Missing Data - Start date must be more than or equal to x in advance"	- Block Unplanned Leave behavior. - Although allow unplanned leave, the request doesn't meet minimum advance notice in the settings.

We hope this article helps clarify the issues. It will be updated from time to time to reflect the latest changes. If you require additional assistance, do not hesitate to contact our support team.