Proplanum lets you manage requests for leave and other absences without paper documents — you define your own request types, their limits and how they are calculated. Below we show how to create and configure them.

Creating requests

1. Open Company settings (the cog icon in the left bar) and choose "Requests" from the menu on the left.
2. Click "Add request" in the top right corner.

3. Choose the request type: Leave, Sick leave, Business trip or Other.
4. Fill in the form. It is split into three sections:

Basic details

• the name of the request and an abbreviation,
• the type — Paid or Unpaid.

Rules

• "Allow the employee to add a note",
• "Allow the employee to add an attachment",
• "Leave requires approval",
• "Full daily norm (regardless of full-time equivalent)" — described below.

Limit

• "Limited" — once ticked, further fields appear: "Number of days", "Affects the annual leave limit" and "Reset method for the new year".

5. Click "Save" — the new request type appears in the list.

Full daily norm (regardless of full-time equivalent)

This setting decides how many hours are used by a day with no shift planned in the schedule. When a day is not in the schedule, the system does not know whether it is a working day for that employee — the checkbox tells it how to count such a day. You will find it in the "Rules" section of the request form.

• Off (the default) — the day counts as the daily norm times the full-time equivalent. A half-time employee will use 4 hours for a day of the request.
• On — the day counts as the full daily norm (8 hours), regardless of the full-time equivalent.

Turn this option on only when part-time employees work full working days — for example three days a week of 8 hours instead of five days of 4 hours.

The setting is a property of the request type, so it applies to every employee that type is assigned to. If your company has both part-time working patterns, create two request types and assign them to the right people.

Resetting the limit for the new year

The "Reset method for the new year" field appears for Limited requests and decides what happens to the limit at the turn of the year:

• None — leave unchanged — the limit stays as it is.
• Carryover — add to the new limit — unused days move to the new year and are added to the new pool.
• Reset — full annual limit — the limit returns to the full annual pool (unused days are not carried over).

Viewing and modifying requests

You see all request types under Company settings → "Requests": the name, the abbreviation, whether they are limited, the annual pool and the reset method. You open the editor through the menu (three dots) on the right of the row. The edit window has the same three sections as the add form.

Calculating day-off limits

You can match how the used day-off limit is calculated to your working pattern. There are two modes:

1. Deduct the limit as 8 h by default — one day of a request = 8 hours (1 request day = 1 working day).
2. Deduct the limit in hours according to the schedule — once the request is approved, the system adds up the lengths of the shifts in the published schedule that the request overlaps and deducts that number of hours from the limit. If there is no shift planned on a given day, it applies the rule from the "Full daily norm" setting described above. Example: a 12 h shift will use 1.5 days of the limit (12 h = 8 h + 4 h).

You change the mode under "Locations" → edit location → the "General" tab, the "Requests" section:

Tick "Deduct the limit in hours according to the schedule" and click "Save".

Benefits

• Automation — an end to filling in and processing requests by hand.
• Personalisation — you create your own request types to suit the company.
• Easy management — you change the parameters in a few clicks.

Updated on: 09/08/2026