Reviewed by Circlz product team on 25 September 2026
In one paragraph
In Circlz, HR defines leave types, writes entitlement rules into dated policy versions, and assigns policies to groups of employees with a preview of who is included. Balances live in an append-only ledger measured in minutes. Employees preview a request day by day before submitting it; the request reserves the balance and goes through the company's approval route; the decision consumes or releases the reservation exactly once.
Leave types
Each type has bilingual names and settings: paid or unpaid, whether it tracks a balance, half-day and hourly increments, evidence rules, eligibility by gender or tenure, notice and retroactive windows, whether rest days and public holidays count, whether it is confidential and whether it can be encashed. A category such as annual or sick is a label only — no category implies a statutory entitlement.
Policies, versions and assignment
A policy holds its rules in versions that move from draft to published to retired. A published version never changes; a new version starts on its own effective date, so past balances keep the rules that applied at the time. Rules include entitlement by tenure band, upfront or monthly accrual with proration, caps, and carry-over with expiry.
HR assigns policies to employees and sees a preview of included and excluded people before saving, so nobody is assigned by accident.
The balance ledger
Every credit, reservation, consumption, adjustment, expiry and encashment is a ledger entry in whole minutes, because a working day is not always eight hours. A request day is charged the employee's scheduled minutes for that date. Available balance is posted minus reserved, and each balance can be explained entry by entry.
Accrual, year-end carry-over and expiry run automatically in each company's own timezone and are idempotent: a rerun never posts anything twice.
Requests and approvals
Before submitting, the employee sees each day of the request with its charge, drawn from their attendance schedule and the company's public holidays. Submitting reserves the balance and sends the request through the company's workflow, by default to the line manager. Approved leave consumes the reservation; rejected, returned or cancelled requests release it. Approved leave is never deleted: cancelling it posts a reversal so the history stays complete.
Calendars, adjustments and reports
Managers see a team calendar and HR a company calendar with overlap warnings that inform but never block. Confidential types appear only as time off.
- Reasoned manual adjustments, never on your own balance.
- Encashment requests approved by someone other than the requester, then settled once with a payroll reference.
- Reconciliation and summary reports with exports.
- Paid and unpaid leave handed to payroll as inputs.
What Circlz leaves to you
Circlz does not decide your statutory entitlements. A company enters its own leave rules after its own review; a clearly labelled synthetic preset exists only for testing.