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1. Overview

Leave management is an essential part of human resources in modern enterprise management. As a digital workplace platform, DingTalk offers an efficient and convenient leave management feature. Admins can easily configure various leave types and manage employees’ leave balances for a streamlined workflow.

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2. Use cases

  • Daily leave approval: Employees submit leave requests through DingTalk, and managers approve them online, avoiding confusion caused by verbal communication.
  • Unified annual leave management: Organizations can set consistent annual leave rules (such as calculating by years of service or clearing balances at year-end) to ensure fairness.
  • Remote team collaboration: Employees can submit leave requests through DingTalk from anywhere, making it ideal for distributed teams.
  • Peak period management around holidays: Set up peak leave alerts in advance to prevent business disruption when multiple employees take leave at the same time.

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3. Workflow

Open DingTalk on desktop > Workbench > Attendance > left panel Leave management > Leave rules / Employee leave balance, then configure the leave rules and manage employees’ leave balances.
Leave rules configuration page

Example of the leave rules configuration page

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4. Configure leave rules

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Create a leave type

On the Leave rules page, click Add leave rule at the top and configure the settings on the create leave page.
Add leave rule page

Example of the add leave rule page

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Configure leave type

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Basic leave information

Includes the name, scope of application, and other basic details. Configure the settings as needed on the edit page.
  1. Leave name: Enter any leave type name based on your company’s needs.
  2. Scope of application: Set which employees this leave type applies to based on the Organization Structure.
  3. New employee leave: Set whether new employees can request leave only after onboarding or after passing probation.
  4. Paid leave: Set whether the leave is paid. If paid, the leave counts as attendance in the attendance statistics after the employee submits the request.

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Leave duration calculation rules

Includes the minimum leave unit and the leave calculation method. Configure the settings as needed on the edit page.
Minimum leave unit: Select Day, Half day, or Hour as the minimum leave unit for employees. If set to day or half day, the attendance report is counted in days. If set to hour, the attendance report is counted in hours.Leave duration calculation:
  1. Calculate leave duration by workdays: Rest days within the leave period, such as unscheduled weekends and statutory holidays, are excluded.
  2. Calculate leave duration by calendar days: Rest days within the leave period are also counted toward the leave duration.

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Configure employee leave balance

If you select unlimited, employees are not restricted by balance when requesting leave. If you select limited, you can set leave balance rules. Configure the settings as needed on the edit page.
Balance grant method:
  1. Auto-grant once per month: Customize the day of the month (day X) to grant the leave balance.
  2. Auto-grant once per year: Grant leave balance on the employee’s onboarding date or on January 1 each year.
  3. Manual grant: Admins can grant leave balances in bulk or individually.
  4. Auto-add overtime duration to balance: Overtime duration is automatically added to the compensatory leave balance.
Note: After you change the balance grant method, the leave balance is reissued based on the new rules. The original balance data is backed up, and the leave duration and approval records in attendance records remain unaffected. Select Back up leave balance and click Save.
Configure employee leave balance page

Example of the configure employee leave balance page

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5. View, export, or bulk edit employee leave balance

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Open DingTalk on desktop > Workbench > Attendance > left panel Leave management > Employee leave balance. Filter by All company, Department/User, or Resigned users to view employee leave balances. To export leave balances, click Export at the top. To bulk edit employee leave balances, click Bulk edit.
View and export leave balance page

Example of the view or export leave balance page

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For leave types set as unlimited in the leave rules, the employee leave balance displays as Unlimited. Click a specific balance value to edit an individual employee’s leave balance.
Edit leave balance page

Example of the edit leave balance page

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6. Leave approval settings

Open DingTalk on desktop > Workbench > Attendance > left panel Leave management > Leave approval settings to configure the leave approval process. Click Edit to open the page and configure the settings based on your organization’s needs.
Leave approval settings page

Example of the leave approval settings page

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7. Export leave records

After employees submit leave requests, Organization Admins can open DingTalk on desktop > Workbench > Attendance > left panel Leave management > Export leave records to export leave data.
Instructions:
  1. Go to Approval > View data.
  2. Select the Form name, Submission time, and other details, then click Search >. When the results appear, click Export.
  3. Click Activity log > Download data.
Export leave records page

Example of the export leave records page

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8. Upgrade to Premium leave

After upgrading to Premium or Enterprise plan leave, more attendance management features become available. For details, see the version comparison.
Upgrade to Premium leave page

Example of the upgrade to Premium leave page