Leave Management System

Digital leave requests are an online system that lets employees submit — and managers approve — time-off requests without any paper forms.

How it works:

1. Submitting a request: The employee logs in, fills out a request online, choosing the leave type (e.g. annual, unpaid, maternity) and dates, and optionally names a substitute.
2. Automatic routing: The request follows the configured approval path and is automatically sent to the manager for approval or rejection.
3. Management and tracking: The system updates the leave record, making it easy for the employee, manager and HR team to track remaining leave, and automatically generates and emails reports.
4. Notifications: Users are notified about the status of their request.
5. Calendar sync — the absence appears automatically on the company absence calendar.

Employees can submit a leave request from any device with internet access, which makes the process quick and convenient.

tomHRM makes it easy for HR teams and managers to track and manage requests, plan leave, settle business trips, and get automatic reporting.

Our digital leave requests are fully compliant, built around the same principles found in Polish labour law and EU data protection rules:

• Labour Code — no requirement anywhere for leave requests to be submitted on paper.
• Data protection law (aligned with GDPR)
• Civil Code equivalence rules — an electronic document carries the same weight as a written one.

Key compliance features of the system:

• Leave plan — lets you build an annual leave schedule.
• Data archiving — meets employee record-keeping requirements. Download individual requests as PDF, and reports and summaries as XLS/CSV.
• Change history and user identification — a full audit trail for every request (date, time, author of each change).
• Ready for labour inspections — instant access to time and leave data during an audit.
• Personal data protection — meets GDPR requirements.
• Security — meets high security standards with a range of safeguards required by law.

In short, tomHRM's digital leave requests are legally sound and deliver real business benefits while improving the employee experience.

tomHRM includes leave-planning functionality that supports statutory annual leave-plan requirements.

A leave plan usually covers a full calendar year, but can also be created for shorter periods, such as a half-year or quarter.

Under Polish labour law, employers must prepare a leave plan that takes into account employee requests as well as the need to keep normal business operations running.

The system lets you define any leave or absence type, assign a separate approval path to each one, and configure how it behaves.

tomHRM natively supports, among others:

• annual leave
• on-demand leave
• occasional leave
• unpaid leave
• maternity leave
• paternity leave
• parental leave
• childcare leave
• carer's leave
• job-search days off
• training leave

Yes — tomHRM supports leave-style requests for B2B contracts as well as more advanced setups, such as day limits combined across several concurrent contracts of different types.

tomHRM lets you automate this in several ways:

1. Set up automatic report delivery to chosen email addresses.
2. Automatically email every approved request as it's finalised.
3. Integrate with any HR system through the tomHRM API for continuous, real-time data exchange.
4. Enable one of the built-in integrations, e.g. with enova365, IFS or Optima.

Yes — the leave calculator shows employees in real time how many days of annual leave, and every other leave type, they still have available.

Yes — one of the available reports is the leave-limit report, which shows detailed information about the leave days available to a given employee.

Yes, any leave or absence request can be downloaded as a PDF file.

It will include information such as:

• request type
• status
• who submitted the request
• which employment type it applies to
• period and number of leave days
• assigned cover
• additional notes
• who reviewed the request, and when

tomHRM includes:

• Leave limit reports
• Absence request reports
• Business trip and settlement reports

All reports can be:

• exported to XLS/CSV
• set to generate and send automatically to chosen email addresses.

tomHRM's digital leave requests are designed to meet labour inspection and labour law requirements.

These include:

• Instant access to documentation — employers must provide inspectors with immediate access to any documentation related to working time and employee leave.
• Complete working-time records — the employer keeps working-time records that also include information about leave taken.
• Legibility and authenticity of documents — electronic documents must be legible and include mechanisms confirming their authenticity.
• Compliant archiving — leave documentation must be retained for the period required by employee record-keeping regulations (10 years).
• Audit trail — the system logs the full history of all changes and actions on leave requests.
• Data export — tomHRM's digital leave module lets you generate reports in CSV/XLS or download individual requests as PDF.

Yes. In tomHRM, every module — including "Leave requests" — is a standalone tool. You can use it on its own, or combine it with other modules.

There are several easy ways to integrate tomHRM with your other systems:

1. Enable one of the built-in HR system integrations, e.g. enova365 or Optima. We've also delivered custom integrations with systems such as IFS, SAP and TetaHR.
2. Connect any other HR system using the tomHRM API.
3. Alternatively, automate sending an XLS/CSV report to chosen email addresses.