How the Assigned Leave Section Works in Horilla HRMS

Leave management in any organization has two distinct sides. The first is the request and approval flow, where employees ask for time off, and managers approve or reject. The second, which often gets less attention but is just as important, is the allocation side,  deciding how many leave days each employee actually has to use in the first place. Horilla HRMS handles this through its Assigned Leave section, a dedicated space where HR can view, manage, and assign leave balances to employees across different leave types.

Thank you for reading this post, don't forget to subscribe!

Where to Find It

The Assigned Leave section is part of the Leave module. Open the Leave module from the left sidebar, and the sub-menu shows: Dashboard, My Leave Requests, Leave Requests, Leave Types, Assigned Leave, Leave Allocation Request, and Compensatory Leave Requests. Click on Assigned Leave.

The page is titled “All Assigned Leaves,” and the URL reflects the current grouping with a field filter applied — by default it groups assignments by Leave Type, shown as “Field: Leave type” in the active filter bar at the top.

The Grouped View

The All Assigned Leaves page displays leave assignments grouped by leave type. Each group appears as a collapsible row with a count badge and the leave type name — for example, Sharmila (1), Smart working (2), Personal (1), and Casual (3). The count shows how many employees have been assigned that particular leave type.

Clicking the expand icon on a group opens the detailed table for that leave type, showing the individual employee records underneath. The table columns are:

• Employee — The employee’s name and system ID. For example, Rutuja (EMP-001), demo employee (Demo_Employee_101), and Adam Luis (PEP001).
• Badge ID — The employee’s badge or system identifier, such as EMP-001, Demo_Employee_101, and PEP001.
• Leave Type — The type of leave this assignment covers, such as Casual, Smart working, or Personal.
• Available Days — The current number of leave days available for the employee to use. This decreases as leaves are approved and increases if additional days are assigned or carry-forward is applied.
• Carryforward Days — Days carried over from a previous leave cycle. A value of 0.0 means no carry-forward has been applied; a non-zero value indicates days rolled over from a prior period.
• Total Leave Days — The combined total of available and carry-forward days, giving the employee’s full leave balance for that type.
• Assigned — The date the leave was assigned to the employee.
• Actions — An edit icon to modify the assignment and a delete icon to remove it.

This grouped layout makes it easy to scan across all employees assigned to a specific leave type without jumping between individual employee records.

Assigning Leave to an Employee

To assign leave to an employee, click the Create button at the top right of the All Assigned Leaves page. An “Assign Leaves” modal opens with two fields and additional options:

• Leave Type — Select the type of leave being assigned. This must be a leave type that already exists in the system under Leave Types.
• Employee — Select the employee or employees who should receive this leave assignment. The field supports selecting multiple employees at once, which is useful when assigning the same leave type to a team or department in one action rather than creating individual records.

A Filter option is also available inside the modal, allowing you to narrow down employee selection by department, job role, or other criteria — handy when you are assigning leave to a large group and want to avoid selecting employees one by one.

Once the fields are filled, clicking Save creates the assignment records, and they appear in the All Assigned Leaves list under the relevant leave type group.

The Filter and Grouping Bar

The active filter displayed at the top of the page — “Field: Leave type” — controls how the data is grouped. This is a saved filter that keeps the view organized by leave type by default. The filter can be removed or changed through the Filter button, allowing HR to regroup or reorganize the view as needed. A Save option next to the filter lets you save a particular filter configuration as the default view.

The Select (213) button at the top left indicates there are 213 assignment records in the current view and allows bulk selection for actions like export or bulk update.

Why This Section Matters

The Assigned Leave section is what makes leave balances real. Leave types define the categories — Casual, Sick, Earned, and so on. But until a leave type is assigned to an employee with a balance, the employee cannot actually request that type of leave. This section is the bridge between policy and practice.

It also gives HR a clear audit trail. Every assignment has a date, a specific leave type, and a named employee. If there is ever a question about an employee’s leave balance — why it is lower than expected, or when a particular type was assigned — the records here provide the answer.

The Assigned Leave section in Horilla HRMS gives HR a centralized, well-organized view of every leave balance across all employees and leave types. The grouped layout makes scanning fast, the Create form makes individual or bulk assignments straightforward, and the column structure gives full visibility into available days, carry-forward days, and assignment history. For HR teams managing leave at scale, this section is the operational foundation that keeps everything else in the leave module working correctly.

Download Horilla HRMS from the App Store or Play Store and explore the free HR Experience In Your Hands.