The register nobody updates
Most coaching centers track staff leave in three places that quietly disagree: a WhatsApp message asking for the day off, a notebook where someone writes it down, and the salary sheet at the end of the month. Nobody is being careless — it is just that the request, the balance, and the pay each live somewhere different.
The questions that expose it are always the same. How many casual days does she have left? Was that Saturday a working day or not? Why is his pay short this month when the leave was approved?
One record, three answers
Leave in Edunza is a single approved record that all three questions read from.
An admin raises the request for a named teacher or staff member with the type, the dates and a reason. Approving it does three things at once: the days come off that person's balance, they appear as Leave on their attendance record, and pay day already knows about them. There is no second place to update, so there is nothing to forget.
Note that this is admin-run by design. Employees do not have a self-service screen, and staff cannot see each other's leave or balances.
Leave types are yours to define
You set up the types your center actually uses — casual, sick, unpaid, whatever you call them — each with an annual allowance and one important switch: whether the leave is payable. Unpayable leave is deducted in full at pay day.
Four policy options sit on top, and each starts at the simplest setting so nothing changes until you want it to:
- Monthly accrual instead of the whole allowance on day one, so a new joiner earns a twelfth each completed month
- Pro-rata for someone who joins mid-year, giving them the share of the year they are employed for
- Carry-forward up to a limit you set, so unused days are not simply lost
- An expiry month after which carried days are gone, which stops carry-forward accumulating forever
Balances that cannot drift
Balances are not a number someone maintains. Edunza works them out from the entitlement and the approved requests every time you look, and shows them as "X left · Y used" for every employee against every leave type. If you need to give one person a different allowance for a year, you type it on the grid.
Because the figure is derived rather than stored, it cannot fall out of step with the requests that actually exist — which is the single most common failure of a leave spreadsheet.
The checks that save the argument
- Two approved requests can never cover the same day, even under different leave types
- An approval that would take someone past their allowance is refused with the arithmetic shown: how many days the type allows, how many are already approved, how many remain, and how many this request needs
- Overlap is checked when you approve, not when you enter, so you can hold two possible dates as pending and approve whichever one is settled
- Leave spanning December into January is charged to each year separately
- A single day can be marked a half day, and counts as half against both balance and pay
Working days, not calendar days
A leave register is only as good as its idea of a working day. Tick your weekly offs and add your closures to the holiday calendar, and a request from Friday to Monday over a closed weekend uses two days of leave, not four.
If your center teaches every day — many do — leave the calendar empty and every day counts as a working day. Nothing changes until you configure it.
The same calendar sets the per-day rate for unpaid leave and absences at pay day, so a month with twenty-two working days values each day correctly instead of dividing by thirty.
When someone asks for last year's leave
Pick a year, optionally narrow to one person or one type, and download the leave report: a summary of every employee against every leave type with days remaining and days taken, plus the detailed list of approved requests with dates and reasons. It counts days using the same calendar and half-day rules as the approvals, so the report and the screen never disagree.
What you need to use it
Leave types, entitlements, balances and reports are part of the Payroll module on eligible center plans, and it is a center feature — not a tutor one. Without the payroll module a center can still record leave, but against a single untracked type with no entitlement and no balances.
Read Leave management for the full behaviour, or payroll for coaching-institute staff for how leave reaches the payslip.