Leave, comp off and holidays in one place

Excel and manual process vs PeopleVio

Setting up your leave policy in PeopleVio

A leave system is only as good as the policy behind it. PeopleVio keeps setup short: you set the annual quota for casual, sick and paid leave, your weekly off days, your holiday list and your probation period. From then on, every application is checked against those rules and every balance is calculated from them.

Balances are calculated for the calendar year from approved and pending leave, so an employee who has applied for leave that's still waiting for approval sees it reflected straight away — no double-booking the same days. Half-day leave counts as 0.5 against the balance.

• Annual quota per leave type, set once for the company
• Weekly off days, such as Saturday and Sunday
• Holiday list with national, festival and optional holidays
• Probation period in days, used for optional holidays

How comp off works, step by step

Compensatory off is a day off given for working on a weekly off or a holiday. In PeopleVio, the employee requests comp off for the date they worked, with a reason. PeopleVio checks that the date really was a weekly off or a holiday that applied to that employee, that it isn't in the future, and that it hasn't already been claimed.

An admin then approves or rejects the request, and every action is logged. Once approved, the employee redeems it by picking the date they want off, and it's marked as used. Redeemed comp off days are never counted as loss of pay in payroll. It's a simple flow that replaces informal "take a day off sometime" promises with a record everyone can see.

Holiday calendar and probation rules

PeopleVio's holiday calendar distinguishes national, festival and optional holidays, and every holiday appears on the attendance calendars employees and admins see. The calendar is searchable and paginated, which helps companies with long holiday lists.

Many Indian companies give optional holidays only after probation. PeopleVio applies this automatically: if an employee is still within the company's probation period on the date of an optional holiday, that day is a working day for them. National and festival holidays, and weekly offs, apply to everyone from day one. Set the probation period to 0 to apply optional holidays to all employees.

How leave affects payroll

Leave and payroll are connected in PeopleVio, so you never need to cross-check a leave register before running salaries. Approved leave days are paid. Days marked absent with no leave are unpaid and prorated in payroll. Half-days are treated as half a day.

If you switch on the optional auto-absent rule, a past working day with no attendance record counts as unpaid — but days of approved or pending leave and redeemed comp offs are always excluded. The result is a payslip whose paid days match the leave and attendance records employees have already seen.

Building a leave policy for an Indian SME

Before you configure any software, write down your leave policy. Most Indian private companies offer three kinds of leave: casual leave for short personal needs, sick leave for illness, and paid or earned leave for planned time off. Typical quotas are 6–12 days of casual leave, 6–12 days of sick leave and 12–18 days of earned leave a year, but the right numbers depend on your state's Shops and Establishments rules and what you need to stay competitive when hiring.

Your policy should also say how leave is applied for and approved, whether half-days are allowed, how comp off works, which holidays are national, festival and optional, and what happens to unused leave at year-end. Once these decisions are made, setting them up in PeopleVio takes minutes, and every employee sees the same rules applied the same way.

Leave management mistakes PeopleVio helps you avoid

Spreadsheets and messaging apps create the same leave problems in almost every company. A system with one source of truth prevents most of them by design.

• Balances that differ between HR's sheet and what employees believe — PeopleVio calculates one balance from approved and pending leave
• Leave approved on chat but never recorded — every request and decision is logged
• Approved leave deducted as loss of pay — payroll reads leave and never counts it as unpaid
• Comp off promised but forgotten — requests are validated and tracked until redeemed
• Optional holidays given to new joiners by mistake — probation rules are applied automatically
• Overlapping requests for the same days — pending leave already counts against the balance

Leave approvals that don't slow anyone down

Slow approvals are the most common complaint about leave processes. When leave is applied for on paper or in chat, the request waits until the approver happens to see it, and the employee doesn't know whether they can book their tickets.

In PeopleVio, every leave and comp off request lands in one approvals queue, alongside attendance corrections, expenses and other pending items, so approvers see everything that needs their decision in one place. Employees see the status of their request as soon as it changes. Pending requests can be cancelled if plans change, and the balance updates immediately — so nobody has to email HR to ask how many days they have left.

Leave and attendance in one calendar

When leave and attendance live in different systems, every month starts with a reconciliation: was this absence approved leave or loss of pay, was that day a holiday, did the comp off get used? PeopleVio removes the question by putting them in the same calendar.

Each employee's month view shows present, late, absent, half-day, leave, holiday and weekly-off days in different colours. Admins see the same information for everyone on the team grid. When leave is approved, the day shows as leave; when a comp off is redeemed, it's never treated as an absence; when a holiday applies, it appears for everyone it applies to. Payroll reads exactly what the calendar shows, so the number of paid days on the payslip can always be traced back to days an employee can see for themselves.

This also makes conversations with employees easier. Instead of debating what happened on a particular date, both sides look at the same record — and if something is wrong, the employee raises a correction request that an admin approves.

Leave management software price in India

PeopleVio is priced per active employee per month, starting at ₹59 on monthly billing or ₹49 billed annually, with lower rates for larger teams. Here's what a typical team pays each month:

Prices exclude GST. See the pricing page for every tier.