Leave Management Management System Project In Php

Creating a Leave Management System involves several components, including a MySQL database schema, file structure, layout design using Bootstrap 5, and complete PHP scripts for user authentication and management. Below is a comprehensive guide to help you set up your system.

Project Introduction

The Leave Management System is designed to streamline the process of managing employee leave requests within an organization. This system allows users to submit leave requests, view leave balances, and manage leave policies efficiently. It provides a user-friendly interface for employees, managers, and administrators to handle leave-related tasks, ensuring that all leave requests are tracked and managed effectively. The system is built using a MySQL database to store user information, leave policies, requests, and notifications, making it a robust solution for any organization looking to improve its leave management process.

Project Objectives

To create a centralized system for managing employee leave requests.
To provide an intuitive user interface for employees to submit and track their leave requests.
To enable managers to review, approve, or reject leave requests efficiently.
To maintain accurate records of leave balances and history for each employee.
To implement leave policies that can be easily managed and updated by administrators.
To send notifications to users regarding the status of their leave requests.

Project Modules

User Management: Handles user registration, login, and role-based access control.
Leave Policies Management: Allows administrators to create, update, and delete leave policies.
Leave Request Management: Enables employees to submit leave requests and track their status.
Leave Balance Management: Manages and displays the leave balances for each employee.
Leave History Tracking: Records all actions taken on leave requests for auditing purposes.
Notifications System: Sends notifications to users regarding their leave requests and other important updates.

1. MySQL Database Schema


CREATE DATABASE leave_management_system;
USE leave_management_system;
-- Table for users
CREATE TABLE users (
    id INT AUTO_INCREMENT PRIMARY KEY,
    username VARCHAR(50) NOT NULL UNIQUE,
    password VARCHAR(255) NOT NULL,
    email VARCHAR(100) NOT NULL UNIQUE,
    role ENUM('admin', 'manager', 'employee') DEFAULT 'employee',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);
-- Table for leave policies
CREATE TABLE leave_policies (
    id INT AUTO_INCREMENT PRIMARY KEY,
    policy_name VARCHAR(100) NOT NULL,
    leave_type ENUM('annual', 'sick', 'maternity', 'paternity', 'casual') NOT NULL,
    accrual_rate INT NOT NULL, -- Days per year
    eligibility_criteria TEXT,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP
);
-- Table for leave requests
CREATE TABLE leave_requests (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id INT NOT NULL,
    leave_policy_id INT NOT NULL,
    start_date DATE NOT NULL,
    end_date DATE NOT NULL,
    reason TEXT NOT NULL,
    status ENUM('pending', 'approved', 'rejected') DEFAULT 'pending',
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE,
    FOREIGN KEY (leave_policy_id) REFERENCES leave_policies(id) ON DELETE CASCADE
);
-- Table for leave balances
CREATE TABLE leave_balances (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id INT NOT NULL,
    leave_policy_id INT NOT NULL,
    balance INT NOT NULL DEFAULT 0,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE,
    FOREIGN KEY (leave_policy_id) REFERENCES leave_policies(id) ON DELETE CASCADE
);
-- Table for leave history
CREATE TABLE leave_history (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id INT NOT NULL,
    leave_request_id INT NOT NULL,
    action ENUM('requested', 'approved', 'rejected') NOT NULL,
    action_date TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE,
    FOREIGN KEY (leave_request_id) REFERENCES leave_requests(id) ON DELETE CASCADE
);
-- Table for notifications
CREATE TABLE notifications (
    id INT AUTO_INCREMENT PRIMARY KEY,
    user_id INT NOT NULL,
    message TEXT NOT NULL,
    is_read BOOLEAN DEFAULT FALSE,
    created_at TIMESTAMP DEFAULT CURRENT_TIMESTAMP,
    FOREIGN KEY (user_id) REFERENCES users(id) ON DELETE CASCADE
);

2. File and Folder Structure


leave_management_system/
│
├── config/
│   └── db.php
│
├── public/
│   ├── index.php
│   ├── login.php
│   ├── register.php
│   ├── dashboard.php
│   ├── leave_requests.php
│   ├── leave_policies.php
│   ├── leave_balances.php
│   ├── leave_history.php
│   ├── notifications.php
│   └── admin_dashboard.php
│
├── includes/
│   ├── header.php
│   ├── footer.php
│   └── functions.php
│
├── assets/
│   ├── css/
│   │   └── styles.css
│   ├── js/
│   │   └── scripts.js
│   └── images/
│
└── vendor/
    └── (Bootstrap and other libraries)

3. Layout Based Design with Bootstrap 5

Header (includes/header.php)


<!DOCTYPE html>
<html lang="en">
<head>
    <meta charset="UTF-8">
    <meta name="viewport" content="width=device-width, initial-scale=1.0">
    <link href="https://cdn.jsdelivr.net/npm/bootstrap@5.1.3/dist/css/bootstrap.min.css" rel="stylesheet">
    <link rel="stylesheet" href="assets/css/styles.css">
    <title>Leave Management System</title>
</head>
<body>
    <div class="container">
        <header class="my-4">
            <h1>Leave Management System</h1>
        </header>
        <nav class="navbar navbar-expand-lg navbar-light bg-light">
            <div class="container-fluid">
                <a class="navbar-brand" href="index.php">Home</a>
                <button class="navbar-toggler" type="button" data-bs-toggle="collapse" data-bs-target="#navbarNav" aria-controls="navbarNav" aria-expanded="false" aria-label="Toggle navigation">
                    <span class="navbar-toggler-icon"></span>
                </button>
                <div class="collapse navbar-collapse" id="navbarNav">
                    <ul class="navbar-nav">
                        <li class="nav-item">
                            <a class="nav-link" href="leave_requests.php">Leave Requests</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="leave_policies.php">Leave Policies</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="leave_balances.php">Leave Balances</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="leave_history.php">Leave History</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="notifications.php">Notifications</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="login.php">Login</a>
                        </li>
                        <li class="nav-item">
                            <a class="nav-link" href="register.php">Register</a>
                        </li>
                    </ul>
                </div>
            </div>
        </nav>
        <main class="my-4">

Footer (includes/footer.php)


        </main>
        <footer class="text-center my-4">
            <p>© 2023 Leave Management System. All rights reserved.</p>
        </footer>
    </div>
    <script src="https://cdn.jsdelivr.net/npm/bootstrap@5.1.3/dist/js/bootstrap.bundle.min.js"></script>
</body>
</html>

4. PHP Code for User Authentication

Registration (public/register.php)


<?php
require '../config/db.php';
require '../includes/header.php';
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $username = $_POST['username'];
    $email = $_POST['email'];
    $password = password_hash($_POST['password'], PASSWORD_DEFAULT);
    $role = $_POST['role'];
    $stmt = $conn->prepare("INSERT INTO users (username, email, password, role) VALUES (?, ?, ?, ?)");
    $stmt->bind_param("ssss", $username, $email, $password, $role);
    $stmt->execute();
    $stmt->close();
    header("Location: login.php");
}
?>
<form method="POST" action="">
    <div class="mb-3">
        <label for="username" class="form-label">Username</label>
        <input type="text" class="form-control" id="username" name="username" required>
    </div>
    <div class="mb-3">
        <label for="email" class="form-label">Email</label>
        <input type="email" class="form-control" id="email" name="email" required>
    </div>
    <div class="mb-3">
        <label for="password" class="form-label">Password</label>
        <input type="password" class="form-control" id="password" name="password" required>
    </div>
    <div class="mb-3">
        <label for="role" class="form-label">Role</label>
        <select class="form-select" id="role" name="role">
            <option value="student">Student</option>
            <option value="teacher">Teacher</option>
            <option value="admin">Admin</option>
        </select>
    </div>
    <button type="submit" class="btn btn-primary">Register</button>
</form>
<?php require '../includes/footer.php'; ?>


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $username = $_POST['username'];
    $password = $_POST['password'];
    $stmt = $conn->prepare("SELECT * FROM users WHERE username = ?");
    $stmt->bind_param("s", $username);
    $stmt->execute();
    $result = $stmt->get_result();
    $user = $result->fetch_assoc();
    if ($user && password_verify($password, $user['password'])) {
        $_SESSION['user_id'] = $user['id'];
        $_SESSION['role'] = $user['role'];
        header("Location: dashboard.php");
    } else {
        echo "Invalid credentials.";
    }
}
?>
<form method="POST" action="">
    <div class="mb-3">
        <label for="username" class="form-label">Username</label>
        <input type="text" class="form-control" id="username" name="username" required>
    </div>
    <div class="mb-3">
        <label for="password" class="form-label">Password</label>
        <input type="password" class="form-control" id="password" name="password" required>
    </div>
    <button type="submit" class="btn btn-primary">Login</button>
</form>
<?php require '../includes/footer.php'; ?>

5. Additional PHP Scripts

Dashboard (public/dashboard.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
$user_id = $_SESSION['user_id'];
$stmt = $conn->prepare("SELECT * FROM users WHERE id = ?");
$stmt->bind_param("i", $user_id);
$stmt->execute();
$result = $stmt->get_result();
$user = $result->fetch_assoc();
?>
<h2>Welcome, <?php echo $user['username']; ?></h2>
<p>Your role: <?php echo ucfirst($user['role']); ?></p>
<?php require '../includes/footer.php'; ?>

Document Management (public/documents.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $document_name = $_POST['document_name'];
    $file_path = $_FILES['file']['name'];
    $target_dir = "uploads/";
    $target_file = $target_dir . basename($file_path);
    
    // Upload file
    move_uploaded_file($_FILES['file']['tmp_name'], $target_file);
    $stmt = $conn->prepare("INSERT INTO documents (user_id, document_name, file_path) VALUES (?, ?, ?)");
    $stmt->bind_param("iss", $_SESSION['user_id'], $document_name, $target_file);
    $stmt->execute();
    $stmt->close();
    header("Location: documents.php");
}
?>
<h2>Manage Documents</h2>
<form method="POST" action="" enctype="multipart/form-data">
    <div class="mb-3">
        <label for="document_name" class="form-label">Document Name</label>
        <input type="text" class="form-control" id="document_name" name="document_name" required>
    </div>
    <div class="mb-3">
        <label for="file" class="form-label">Upload File</label>
        <input type="file" class="form-control" id="file" name="file" required>
    </div>
    <button type="submit" class="btn btn-primary">Upload Document</button>
</form>
<h3>Existing Documents</h3>
<table class="table">
    <thead>
        <tr>
            <th>ID</th>
            <th>Document Name</th>
            <th>File Path</th>
            <th>Uploaded At</th>
        </tr>
    </thead>
    <tbody>
        <?php
        $stmt = $conn->prepare("SELECT * FROM documents WHERE user_id = ?");
        $stmt->bind_param("i", $_SESSION['user_id']);
        $stmt->execute();
        $result = $stmt->get_result();
        while ($doc = $result->fetch_assoc()): ?>
        <tr>
            <td><?php echo $doc['id']; ?></td>
            <td><?php echo $doc['document_name']; ?></td>
            <td><a href="<?php echo $doc['file_path']; ?>" target="_blank">View</a></td>
            <td><?php echo $doc['created_at']; ?></td>
        </tr>
        <?php endwhile; ?>
    </tbody>
</table>
<?php require '../includes/footer.php'; ?>

Task Management (public/tasks.php)


<?php
session_start();
require '../config/db.php';
require '../includes/header.php';
if (!isset($_SESSION['user_id'])) {
    header("Location: login.php");
    exit();
}
if ($_SERVER['REQUEST_METHOD'] == 'POST') {
    $project_id = $_POST['project_id'];
    $assigned_to = $_POST['assigned_to'];
    $title = $_POST['title'];
    $description = $_POST['description'];
    $due_date = $_POST['due_date'];
    $stmt = $conn->prepare("INSERT INTO tasks (project_id, assigned_to, title, description, due_date) VALUES (?, ?, ?, ?, ?)");
    $stmt->bind_param("iisss", $project_id, $assigned_to, $title, $description, $due_date);
    $stmt->execute();
    $stmt->close();
    header("Location: tasks.php");
}
// Fetch users for assignment
$stmt = $conn->prepare("SELECT * FROM users WHERE role = 'employee'");
$stmt->execute();
$result = $stmt->get_result();
$employees = $result->fetch_all(MYSQLI_ASSOC);
// Fetch projects for the form
$stmt = $conn->prepare("SELECT * FROM projects");
$stmt->execute();
$result = $stmt->get_result();
$projects = $result->fetch_all(MYSQLI_ASSOC);
?>
<h2>Manage Tasks</h2>
<form method="POST" action="">
    <div class="mb-3">
        <label for="project_id" class="form-label">Select Project</label>
        <select class="form-select" id="project_id" name="project_id" required>
            <?php foreach ($projects as $project): ?>
            <option value="<?php echo $project['id']; ?>"><?php echo $project['name']; ?></option>
            <?php endforeach; ?>
        </select>
    </div>
    <div class="mb-3">
        <label for="assigned_to" class="form-label">Assign To</label>
        <select class="form-select" id="assigned_to" name="assigned_to" required>
            <?php foreach ($employees as $employee): ?>
            <option value="<?php echo $employee['id']; ?>"><?php echo $employee['username']; ?></option>
            <?php endforeach; ?>
        </select>
    </div>
    <div class="mb-3">
        <label for="title" class="form-label">Task Title</label>
        <input type="text" class="form-control" id="title" name="title" required>
    </div>
    <div class="mb-3">
        <label for="description" class="form-label">Description</label>
        <textarea class="form-control" id="description" name="description" required></textarea>
    </div>
    <div class="mb-3">
        <label for="due_date" class="form-label">Due Date</label>
        <input type="date" class="form-control" id="due_date" name="due_date" required>
    </div>
    <button type="submit" class="btn btn-primary">Add Task</button>
</form>
<?php require '../includes/footer.php'; ?>