E-Leave Management System Hong Kong

2,000+

Trusted by 2,000+ Hong Kong businesses, Workstem scales flexibly as your business grows.

ISO 27001

Certified information security management for enterprise-grade data protection

eMPF

Direct API integration with eMPF, among the first to complete the integration

IR56

Full range of employer tax forms with support for electronic filing

From leave rule configuration to compliant payroll, all fully automated

Custom leave rules, flexible approval workflows & automatic balance calculations

Flexible leave rules by employment type

Configure leave policies based on your needs - whether leave is granted monthly or annually, increases with length of service, or is carried forward or cleared at year-end. Set different leave types and calculation rules by employment type, role or department, with separate configurations for full-time, part-time and casual employees.

Fully customisable multi-level approvals

Set up multiple approval workflows for different departments, with multiple approval levels to match each team’s management structure. Employees can also add specific approvers when needed, such as when their manager is on leave, has left the company or no substitute has been assigned. Once configured, approval rules are applied automatically without HR intervention.

Automatic leave balance calculations, aligned with Hong Kong

Keep leave management aligned with the Hong Kong Employment Ordinance. The system updates statutory and public holiday calendars in advance and keeps leave balances up to date in real time. Leave entitlement, adjustments, usage and expiry records are automatically tracked and calculated, ensuring accurate balances for every employee. HR can export detailed balance reports and filter them by department, employee or leave type.

One-Tap Mobile Requests & Approvals

Employees can submit annual leave, sick leave and unpaid leave requests through the mobile app, while managers receive instant notifications and approve requests in one tap. Employees can also check their leave balances and usage history anytime, reducing routine enquiries to HR and saving managers and HR up to 80% of manual checking time.

Leave Data Automatically Syncs with Payroll for Compliant Holiday Pay

Real-Time Leave-to-Payroll Sync

Once leave is approved, the data is automatically synced to attendance and payroll, eliminating manual entry and reconciliation. Approved leave is also reflected in the roster in real time, so frontline managers can see employee leave status without checking separate records.

Accurate Leave Tracking & Compliant Holiday Pay

Attendance automatically tracks annual leave, statutory holidays, sick leave, unpaid leave and more based on approved leave records. Integrated with payroll and 713 ADW (Average Daily Wage) rules, the system automatically accounts for sickness allowance and unpaid leave, and calculates holiday pay for annual leave, rest days and statutory holidays accurately and compliantly.

Multi-Level Access Control by Department

Manage leave approval permissions across company, department and location levels. Frontline managers can manage leave approvals for their own teams, while head office management can view leave information across departments. Different leave rules can also be configured by employee level, such as managers, supervisors and frontline employees, without requiring IT support.

Complete Leave Records for Compliance Audits

All leave applications, approvals and balance changes are fully recorded for future reference. HR can export detailed leave reports by department, employee or leave type. Records such as continuous contract assessments, ADW calculation details and statutory entitlements can also be exported for compliance audits, Labour Department reviews or legal consultation.

Fully aligned with the Employment Ordinance (713 ADW & 468 Continuous Contract)

Automatic 468 Continuous Contract Assessment

Workstem tracks actual attendance hours across each 4-week period and automatically identifies employees who meet the 68-hour threshold. Related statutory leave and entitlements are then tracked automatically, with records available for export and review.

Automatic 713 ADW Holiday Pay

The system retrieves up to 12 months of wage records, or the actual employment period for employees with less than one year of service, and calculates Average Daily Wage (ADW) based on the Employment Ordinance, including applicable salary, commissions and allowances. Approved attendance data syncs directly to payroll for accurate holiday pay, annual leave pay and final payments, with calculation details available for export.

Automatic Statutory & Public Holiday Management

distinguishes working days, rest days, statutory holidays and public holidays, automatically identifies statutory holidays in rosters and applies predefined replacement rules where employees work on statutory holidays. Approved leave is also synced to rosters to prevent scheduling conflicts.

Cross-Industry Leave Management Solutions — F&B, Retail, Property & Hotels

Configure leave rules around your industry needs with no additional custom development. Workstem supports complex leave management across F&B, retail, events, property management, hotels, construction and more.

F&B

Flexible leave management, automated holiday pay & 468 compliance

Manage leave restrictions during peak periods, automatically calculate statutory and public holiday pay, and track casual employees’ hours under 468. Once the continuous contract threshold is met, relevant statutory leave entitlements are automatically accrued. Regional managers can view leave across outlets and adjust staffing as needed.

Retail

Multi-store access with centralised leave management

Each store can manage its own leave approvals, while the head office has an overview of leave across all locations. Employees’ leave balances can also be viewed across stores, helping prevent duplicate approvals and scheduling conflicts.

Event Management

Bulk leave management for large casual workforces

Set leave rules for hundreds or thousands of casual employees at once. Employees can submit leave through the mobile app, while approved leave data flows directly into payroll. OT, temporary transfers and other variables are automatically included for accurate and compliant payroll processing.

Property Management

Separate leave rules for outsourced & direct employees

Manage outsourced and direct employees under separate leave policies within one HR system. Consolidate leave applications and payroll reconciliation across multiple locations and contractors, with granular access and leave rules by role, such as managers, supervisors and security staff.

Hospitality

Multi-department leave management, 468 alerts & contractor reconciliation

Manage leave across front office, housekeeping, F&B and back-office teams in one system. Casual employees’ hours are automatically tracked under 468, with alerts before the continuous contract threshold is reached. Manage full-time, part-time and outsourced employees together, with clear leave pay calculations and reconciliation records.

Traditional Excel management vs. Workstem automated leave management

Comparison	Traditional Excel / Manual Processes	Workstem Leave Management System
Leave Balance Calculations	Manual formulas are prone to errors and difficult to track as entitlements change with length of service	Automatically calculates balances according to Hong Kong regulations, with anytime access via the mobile app
713 ADW Holiday Pay	Manually calculate average daily wage over the past 12 months — time-consuming and error-prone	Connects attendance and payroll data for automatic 713 ADW calculations
468 Compliance Tracking	Scattered tracking of rolling hours for part-time and casual employees increases compliance risk	Automatically tracks 68 working hours over each 4-week period and alerts when the threshold is met
Leave Requests & Approvals	WhatsApp messages or paper forms can be missed, with limited visibility of approval status	Employees apply via the mobile app, managers approve in one tap and supporting documents can be attached
Monthly Payroll Integration	Manually reconcile two sets of Excel records before payroll — time-consuming and inefficient	Leave data syncs directly to payroll for accurate and compliant payroll processing

Addressing 5 major pain points in leave management for Hong Kong businesses

Manually tracking leave balances? Excel records are prone to errors

Automatic leave balance calculations with 468 Ordinance tracking

Workstem follows the Employment Ordinance to automatically calculate leave accrual, adjustments, carry-forward and reset. It tracks each employee’s four-week rolling working hours and flags continuous contract eligibility once the 68-hour threshold is reached, automatically accruing statutory entitlements such as paid annual leave and sickness allowance. Employees can check their leave balances anytime in the mobile app.

Confusing leave approval processes? Employees constantly chasing managers and HR for approvals?

One-tap mobile applications and approvals with custom multi-level workflows

Employees submit leave requests through the mobile app, while managers receive instant notifications and approve with one tap. Configure different multi-level approval workflows by department, with employees able to add designated approvers when needed. Medical certificates and other supporting documents can be uploaded, with real-time approval status updates.

Complex leave rules with different requirements for different employment types?

Customise leave rules by employment type and automate calculations

Set leave types and calculation rules by employment type, position and department. Configure separate rules for full-time, part-time, daily-rated and outsourced employees, with Workstem automatically applying the appropriate calculations. 713 ADW-compliant holiday pay covers basic salary, commissions and allowances, with detailed calculations available for export.

Leave data disconnected from payroll, requiring manual checks before every pay run?

Connect leave data directly to payroll with automated ADW calculations

Approved leave requests automatically sync with attendance and payroll. Workstem tracks annual leave, statutory holidays, sick leave and unpaid leave, then applies 713 ADW rules to calculate the relevant holiday pay and deductions. Payroll can be recalculated throughout the month using one consistent source of data.

Scheduling conflicts with statutory and public holidays? Confused about substitute holidays and pay?

Automatically identify statutory holidays and calculate substitute days and holiday pay

Workstem distinguishes working days, rest days, statutory holidays and public holidays, automatically identifying statutory holidays in employee schedules. Predefined substitution rules can calculate substitute holidays and 713 ADW-compliant holiday pay, including basic salary, commissions and allowances.

In just 5 steps — Automate leave management from application to compliance

Book a Demo

Customise leave types & rules to fit your business

Workstem comes with common leave types such as sick leave, annual leave and unpaid leave, while also allowing you to create additional leave based on overtime, public holiday or rest-day work.

Set annual leave to accrue monthly or annually, increase with length of service, and carry forward or reset at year-end.
Set different leave types and calculation rules by employment type, role or department.

One-click mobile leave application & approvals

Employees can check their leave entitlement, submit requests and upload supporting documents such as medical certificates through the mobile app.

Managers receive instant notifications with the leave type, dates, reason and approver details.
Follow preset workflows to approve or reject requests in one tap, with comments available for feedback.

Automatic 468 tracking & real-time leave entitlements

Stay aligned with Hong Kong labour requirements with statutory and public holiday calendars updated in advance and leave balances updated in real time.

Automatically track rolling 4-week working hours under the 468 Continuous Contract requirement. Once the threshold is met, relevant statutory entitlements such as paid annual leave and sickness allowance are automatically tracked.
Automatically record leave accruals, adjustments, expiry and usage to keep entitlements accurate.

Compliant holiday pay with automatic 713 ADW calculations

Attendance automatically tracks annual leave, statutory holidays, sick leave and unpaid leave based on employee leave records.

Apply 713 ADW rules to automatically calculate pay for annual leave, rest days and statutory holidays.
Export calculation details instantly for internal audits or Labour Department enquiries.

Complete Leave Records for Compliance Audits

All leave applications, approvals and balance changes are fully recorded for future review.

Export detailed leave balance reports by department, employee or leave type.
Export continuous contract assessment records, ADW calculation details and statutory entitlement records whenever required.

Book a Demo

Leave management built for Hong Kong labour law compliance

468 Continuous Contract

Automatically track each employee’s rolling 4-week working hours. Once the 68-hour threshold is reached, the system identifies continuous contract eligibility and starts tracking relevant statutory entitlements such as paid annual leave and sickness allowance. Assessment records are retained and available for export.

713 ADW Holiday Pay

Automatically retrieve up to 12 months of wage records, or the actual employment period for employees with less than one year of service, and calculate Average Daily Wage (ADW) according to Section 713 of the Employment Ordinance. Calculations can include basic salary, commissions and applicable allowances. Holiday pay, annual leave pay and final payments upon termination are calculated automatically, with calculation details available for review.

Statutory Holidays & Substitute Holidays

Clearly identify working days, rest days, statutory holidays and public holidays. Set substitute holiday rules to automatically calculate replacement leave and statutory holiday pay, while handling rest-day arrangements in line with the Employment Ordinance. This helps HR avoid calculation and scheduling errors from the start.

Client Testimonials — Real Feedback from HR Teams of All Sizes

No more manual leave balance tracking

Previously, we had to track every employee’s annual and sick leave balances manually in Excel each month. Tracking 468 Continuous Contract eligibility for part-time and casual employees was even more time-consuming. Since implementing Workstem, leave balances are calculated automatically and 468 contract status is tracked for us, eliminating monthly manual reconciliation.

-- Human Resources Manager, Large F&B Group, 3,000+ Employees / 6 Brands

Centralised leave approvals across 12 stores

We have 12 stores across Hong Kong. Previously, each store manager handled leave requests on paper, which often led to leave conflicts and inaccurate balances. With Workstem, leave approvals are managed centrally and updated instantly across stores, giving us a clear view of leave status and eliminating the confusion.

-- Operations Director, Retail Chain, 12 Locations / 100+ Employees

From 35 people and 2 stores to 150 people and 5 stores, without changing systems.

Workstem has grown with us from an 8-person boutique beauty business to 5 stores with 150 employees. Leave, rostering and payroll are all managed in one system, and we have never needed to switch platforms as we expanded.

-- Owner, beauty chain, 5 branches, 150 employees (company with 100 employees)

Leave Management Is Just the Beginning — Connect the Full Workstem Platform

From rostering and attendance to leave and MPF contributions, everything is managed within one platform. Data only needs to be entered once and automatically flows into other connected modules, eliminating duplicate data entry across systems. Suitable for businesses of any size.

HR Mobile App

Rostering

Attendance

Payroll

MPF

Tax

Frequently Asked Questions

Are the annual leave settings flexible? How is it calculated?

Annual leave can be calculated and carried forward on a pro rata basis, and the calculation is in line with the Employment Ordinance.

Can employees see their leave balances?

Yes, employees can view their leave balances and apply for leave in the Workstem One App at any time.

How to apply for leave?

After setting the relevant leave types and rules on the web, employees can apply for leave at any time via the app, and employers/HRs can also apply on the web.

Can I upload supporting documents such as a medical certificate?

Yes, you can upload attachments when you apply.

Can I export the leave balance?

Workstem supports exporting leave balance at any time, and downloading employee leave detailed reports.

How to set up the approval process? Can I set up multiple approval processes?

The web can flexibly set the approval process, and supports the setting of multiple approval processes, multi-level approval processes, and multiple approvers at one level.

Can I view it in real-time during approval?

Yes, the approval process is updated in real-time.

Take immediate action

The leave management system automatically calculates leave balance in accordance with Hong Kong laws.

Schedule a demo, and a Workstem consultant will provide a customized vacation management solution based on your current size and growth plans.

Book a Demo

Company

Onboarding

Rostering

Attendance

Leave

Reimbursement

Payroll

MPF

Tax

HR Mobile App

HR Data Analytics

System Integrations

eMPF

Hospitality

468

F&B