Step 1 - Navigate to Leave Policies
From the Dashboard, click on the Leave dropdown in the left navigation bar.
Select the Policies tab.
You can either create a new leave policy or edit an existing policy to configure document requirements.
Step 2 - Access Policy Settings
For a new policy:
Click the + Create Policy button and proceed through the basic details, accrual settings, and reset rules screens until you reach the Application Constraints section.
For an existing policy:
Click View/Edit next to the policy you want to modify.
Click the Edit Policy button to open the policy editor.
Scroll down to find the document requirement settings.
Step 3 - Enable Document Upload Requirement
In the policy configuration screen, locate the question "Should employees upload a document while applying for leave?"
Toggle the switch to Yes or select Yes from the radio button options.
Once enabled, additional options will appear to configure when documents are required.
Step 4 - Configure When Documents Are Required
After enabling the document requirement, you'll see the question "When should employees upload a document?"
You have two options to choose from:
Option 1: Always Require Documents
Select the Always option to mandate document upload for every leave application, regardless of the number of days requested.
Use this option when:
Company policy requires supporting documents for all leave types (e.g., sick leave always needs medical certificates)
You want to maintain documentation for compliance purposes
The leave type inherently requires proof (e.g., bereavement leave)
Option 2: Require Documents for Leaves Above a Threshold
Select the option "When applying for greater than or equal to" and enter the minimum number of leave days in the text field.
For example, if you enter 3, employees will be required to upload a document only when applying for 3 or more days of leave.
Use this option when:
Short leave applications (1-2 days) don't require documentation
You want to reduce administrative burden for brief absences
Company policy only requires proof for extended leaves
Note: Enter only positive numbers in the threshold field. The system will automatically calculate the total leave days (including half-days and quarter-days if applicable) to determine if a document is required.
Step 5 - Review and Save the Policy
After configuring the document requirement settings, review the information message displayed on screen:
If you selected Always: The message will confirm that documents are required for all leave applications under this policy.
If you set a threshold: The message will confirm that documents are required when applying for the specified number of days or more.
For new policies:
Click Next to proceed to the Review and Create step.
Review all policy settings in the summary.
Click Create to save the policy and make it active.
For existing policies:
Scroll down and click the Update button to save your changes.
The updated document requirement will apply immediately to all future leave applications under this policy.
Additional Information
How Employees Experience This Feature
When employees apply for leave under a policy with mandatory document upload:
After selecting the leave dates, they will see a file upload section.
If the document is mandatory (based on your configuration), a red asterisk (*) will appear next to the upload field.
The Apply button will remain disabled until they select and upload a valid document.
If they hover over the disabled button, a tooltip will display: "Document upload is required."
Supported File Formats
Employees can upload documents in the following formats:
PDF (.pdf)
Images: JPEG (.jpg, .jpeg), PNG (.png)
ZIP files (.zip) for multiple documents
Maximum file size is 20MB per document.
Important Notes
The document requirement is policy-specific. You can have different requirements for different leave types (e.g., sick leave always requires documents, while casual leave only requires documents for 4+ days).
The system automatically calculates the total leave days including half-days (counted as 0.5) and quarter-days (counted as 0.25) when determining if a document is required.
Once a policy is updated, the new document requirements apply immediately to all future leave applications. Existing pending or approved applications remain unchanged.
Documents uploaded by employees are stored securely and can be viewed by admins and approvers during the approval process.
Combining with Approval Workflows
Document requirements work seamlessly with approval workflows. When an employee submits a leave application with the required document, approvers can review the uploaded document before making their approval decision. This ensures all necessary supporting information is available for informed decision-making.
Troubleshooting
The document upload field is not appearing for employees:
Verify that the document requirement is enabled in the policy settings.
Ensure the employee is assigned to the correct leave policy.
Check that the number of leave days requested meets or exceeds your configured threshold.
Employees cannot submit their application:
Confirm they have uploaded a file in one of the supported formats.
Check that the file size does not exceed 20MB.
Ensure they have a stable internet connection for the file upload to complete.
Update button is disabled when editing policy:
If you selected a threshold option (not "Always"), ensure you've entered a valid positive number greater than 0 in the days field.
If the field is empty or contains 0, the system will prevent you from saving until a valid threshold is provided.