Leave Monitoring System User Guide

Overview

The Leave Monitoring System is a web-based application designed to help organizations track and manage employee leave records. This system provides a comprehensive view of employee leave credits, including vacation and sick leave, along with their respective monetary values.

How to Use the System

Main Dashboard

The main dashboard displays all employees with their:

• ID
• Name (click to view detailed information)
• Position
• Monthly Salary
• Earned Leave Credits (Vacation, Sick, Total)
• Monetary Value
• Remarks

Searching for Employees

1. Enter the employee's name in the search box at the top (minimum 2 characters)
2. Results appear as you type or click the search button
3. To view all employees again, clear the search field and press Enter

Navigating Through Employee Records

• Use the pagination controls at the bottom of the page to navigate through multiple pages of records
• Change the number of records displayed per page by clicking the dropdown menu labeled "20 per page" (options: 10, 20, 50, or 100 records)

Viewing Detailed Employee Information

1. Click on an employee's name from the main dashboard
2. This opens the employee's detailed leave card showing:
   • Personal information (Name, Position, Status, etc.)
   • Complete leave history organized by year

Using Leave Filters in Employee Detail Page

When viewing an employee's detailed leave record:

1. Use the "Year" dropdown to select different years of leave history
2. Filter by leave type using the buttons below the year dropdown:
   • FL (Forced Leave)
   • SPL (Special Leave)
   • VL (Vacation Leave)
   • SL (Sick Leave)
   • UT (Undertime)
   • CT (Compensatory Time)
   • CTO (Compensatory Time Off)
3. Click any filter button to show only that type of leave
4. Click the same button again to remove the filter and show all records

Refreshing Data

If you need the most current information from the database:

1. Click the "Refresh Data" button in the top-right corner of the dashboard
2. The system will fetch the latest data and update the display
3. A notification will appear to confirm successful refresh

Dark Mode

The system supports both light and dark modes:

1. Look for the dark mode toggle switch in the navigation bar at the top of the page
2. Click to switch between light mode (default) and dark mode
3. Your preference will be remembered for future visits

Troubleshooting

• If the page seems unresponsive, try refreshing your browser (F5)
• If search results are unexpected, ensure you have at least 2 characters in your search
• If leave filters don't work, try selecting a different year first, then apply the filter again

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Connecting to a Google Sheet

This system stores all leave data in Google Sheets for easy access and management.

Note for Administrators: For security reasons, detailed instructions for connecting to Google Sheets are not displayed publicly. Please refer to the README.md file in the application's codebase for complete setup instructions.

Accessing Employee Sheets

The system accesses individual employee sheets using their sheet name, which is derived from their full name. Here's how it works:

1. How Sheet Names are Generated

Employee sheet names are formatted from full names using the following pattern:

• For "CORDERO, PLACIDA C." the sheet name is "CorderoPC"
• For "DELA CRUZ, ROBERTO J." the sheet name is "DelaCruzRJ"
• For "ALDOVINO, FRANCES LORRIE O." the sheet name is "AldovinoFLO"
• For "AUSTRIA, CATHERINE DC." the sheet name is "AustriaCDC" (all initials preserved when period is present)
• For "DELA CRUZ, MA. LOURDES S." the sheet name is "DelaCruzMLS" (MA. is treated as M)
• For "DELA CRUZ, RODRIGO DL. Jr" the sheet name is "DelaCruzRDLJr" (suffixes are preserved)
• For "ALBER, ANNA-LIZA E." the sheet name is "AlberAE" (hyphenated names use first letters of each part)

2. Accessing a Specific Employee Sheet

The system automatically handles accessing the correct sheet for each employee based on their name format. You don't need to worry about the technical implementation details.

Each employee's leave data is stored in their own sheet, which the system accesses when you view or update their records. The naming convention ensures that all employee data is properly organized and accessible.

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For additional assistance, please contact your system administrator.

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