Complete Employee Leave Management System in VB.NET and MySQL Database Source Code and Documents

Complete Employee Leave Management System Source Code and Documents

This is a complete source code with chapters 1-3 documentation of a Leave Management system. The employee leave management system source code is create using VB.Net and the database is MySQL.

Here's the Sample Screenshot of the System

The screenshot below is used for data entry of employee information.

Employee Information

The screenshot below is used by employees when they want to apply for a leave.

Employee Apply Leave

The image below is the admin functionality specifically the approval or disapproval of a specific leave.
Admin Leave Approval Here's the image below is the final list of all leave acquired by all employees.

List of Leave Reports

You can scroll down to know all the details of this Leave management System project.


Chapter 1


SML store is an organization that needs to monitor the performance of its numerous employees. In this kind of organization, SML must have an information system that can do all of that in a convenient manner. Performance and compliance. In one year, an employee can commit several leaves of absences. SML STORE currently uses the manual leave management system. Where the employee process leaves by filling up a form and let his/her manager or supervisor approve it. This type of system takes time for information to be gathered and as well as to generate reports. SML Employee Leave Management System with notification will aim to have a better system, so they would know who and how many employees are on leave and are available at the store. SML Employee Leave Management System with the notification is an inefficient use of the company’s time and resources, so SML will use a new leave management system for efficient use. The new SML Employee Leave Management system with notification will bring to the betterment for future use to the company and its employees. The process of leave management will be easy for the employee and also for the SML store who provides information or queries about leaves of every employee whether it may be concerned about leave balances, approval of leave on a certain date and etc. SML leave management should aim to have a better system, so they would know who and how many employees are on leave and are available at the store. SML leave management system with a notification project is can be accessed all over the organization or company. This system is an automated system for managing leaves-related info. of employees and approval of leaves, cancellation, etc. are elements of this system. every employee is provided with a unique employee’s id to log in to the system and send a request for leave. Project managers of higher authorities will look after the proposal and they may accept, reject or keep it pending. Before approving leave, different departments people will look after the request through this system and take decisions. This system will upgrade the process of leave management inside the company by saving time and resources. It helps employees can leave balances, request leaves, view past leave history, and managers can review and leave applications. This system is very useful for any company or organization where there is a large number of employees. This system manages different types, leave history of all employees. The leave management system is a LAN system w/c can be used through the cooperate company this system also used to automatic. The workflow of leave applications and their approvals in the corporate world. This system has many features such as notification, leave, cancellation, automated leave approval, and report generation based on the request data by the user. This system tracks and manages employees applying for leave.

Purpose and Description

The purpose of the SML Employee Leave Management System with the notification is to manage the employees efficiently. This study aims to help the staff/employees of the SML Store make their leave faster by using the system where they can monitor remaining leaves in the records where they can see in the database. The system will provide a good service to the store like a better transaction process that brings employees fast leave efficiency.

Research Objectives

General Objectives:

  • To be able to create the Employee Leave Management System of SML store.

Specific Objectives:

  • The employees are able to request a Leave and Vacation Leave and to immediately known.
  • To be able to fewer paper works and faster leave applying with lesser time to be spent.
  • To evaluate the acceptability of the proposed system.

Scope and Limitations of the Research

The leave management system to be designed, developed, and implemented types of leaves and the leave management of SML. The system is exclusively designed and developed for the SML in general and the employees’ leave records section in particular. The employee’s leave section is solely responsible for keeping the leave and related records of employees and keeping track of their information. The leave management system is designed in such a way that it makes it possible to access it through any company computer program. This serves as the user interface. The windows form supported interface created is dynamic and as a result backed by a database system that enables users to have the ability to input, access, manipulate and delete data from the database. The system runs leave aspects can be managed by employees as long as they are in companies provided computer for leave. The scope of this project is limited to several processes handling employees’ leave applications, managing leave balances, records management, administration, and leave management. It will generate reports such as leave trends of the company, employee availability, employee leave balance, leave rejection, leave acceptance. The organization will also be forced to offer training to those employees who are computer illiterate thus adding some expenses to the organization. The system not calculating the salary of the employee only the admin can add, update and delete employee information minimum of 1/2-day leave only.

Significance of the Research

  • Employees- Employee can log in with valid employee’s code and he/she request for leave and can view history.
  • Owner- Can add and update employees and he/she can block employees and the owner also can approve or decline leave requests.
  • Future Researchers- The future researchers can use this project as a sample study guide if ever they conduct some study guide if ever, they conduct a study to develop a system related to this kind of system. This project can serve as their reference they can use the data in this project for further studies.
  • Researchers- A person whose job involves discovering or verifying information for use in a book, program, etc. this research can help for their studies of employee leave management system.

Definition of Terms

  • Leave
    • Conceptual- Depart from going away from, withdraw from, retire from taking one left off, pull out of, absent oneself from evacuate.
    • Operational - To manage and controlling of an employee to applying or request vacation etc.
  • Automated
    • Conceptual - Covert a process or facility to largely automatic operation.
    • Operational - Automatically perform via the system.
  • Employees
    • Conceptual - A person employed for wages or salary especially at a non-executive level.
    • Operational - People work in a company
  • Manage
    • Conceptual - Be in charge of a company establishment or undertaking administer run.
    • Operational- To handle a system.

This project is Created by:

  • Emel E. Alcala Lloyd
  • Jan G. Ponje
  • Julieto V. Birao

How to Run


  • Download and Install Microsoft Visual Studio Software.
  • Download and Install MySQL Server to your local machine. You may also use XAMPP/WAMP.
  • Download the full source code below.


  1. Extract the source code zip file.
  2. Locate the SQL file known as "elms.sql". The file is included in the source code folder.
  3. Make sure your MySQL Server is already started.
  4. Create a new Database naming "elms".
  5. Import the SQL file in your newly created database.
  6. Locate the solution file inside the source code folder and open it with your visual studio software. The solution file is known as "alcala leave management.sln".
  7. Run the project.

Login Details

Admin Side:

Account Code: 123
Email: admin
Password: admin

Sample Employee Side:

Employee Code: SML-0004


This is only a student project you can't expect 100 percent full functionality that could match your requirements. Since you have all the source code, you modify this for free to suit your client's requirements.

Special Bonus:

Download here the Web-based Leave management system Source code.


If you have any questions or suggestions about this leave management System project, just let me know by dropping your comment below.

Note: Due to the size or complexity of this submission, the author has submitted it as a .zip file to shorten your download time. After downloading it, you will need a program like Winzip to decompress it.

Virus note: All files are scanned once-a-day by for viruses, but new viruses come out every day, so no prevention program can catch 100% of them.


1. Re-scan downloaded files using your personal virus checker before using it.
2. NEVER, EVER run compiled files (.exe's, .ocx's, .dll's etc.)--only run source code.


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