Leave

The Leave module handles time off from request to approval. Your people ask for leave in the app, their line manager or you approve it, and balances update by themselves. Sickness is recorded separately. Admins see every request and set the rules.

Where to find itCopy Anchor Link

Leave under Manage in the admin portal, with the Leave year and Leave types cards under Settings.

Set it upCopy Anchor Link

You can retire a leave type you no longer use and restore it later. Types are retired, never deleted, and there can only be one active annual leave type.

Approve and reject requestsCopy Anchor Link

The Requests tab shows a summary of total requests, pending reviews, approved requests and days used across your organisation, above a table of every request. Each row shows the employee, leave type, dates (including which half of the day for half-day requests), their note in full, the number of days and the status.

Filter by name, department, location or status. For a pending request, press Approve or Reject. Rejecting needs a reason, which the employee sees alongside their own note.

If someone asks to cancel leave you have already approved, you can Approve cancellation, which returns the days to their balance, or Deny it.

When you follow the link in a leave notification, the portal takes you straight to that request and highlights it.

BalancesCopy Anchor Link

The Balances tab lists every employee's annual leave for the current leave year: allowance, used, pending and remaining. Company closure days are shown as part of what is used. Expand a row to see the person's other leave types and any closure bookings, with controls to excuse them from a closure day or re-book it. See Calendar and closure days.

Each employee's record also shows their balance for every leave type as a progress bar, with carried-over days and their upcoming leave.

SicknessCopy Anchor Link

The Sickness tab shows the number of absences in the last 12 months, how many are ongoing and the total days lost. Below that is a table of sickness records with the dates, days lost, whether a fit note was provided, and whether the record was logged by the employee or came from an external provider. This tab is read-only.

Line managersCopy Anchor Link

A line manager signs in to a cut-down version of the portal. They see My team with a single Leave link and nothing else. Their Requests table shows only their own direct reports' requests.

You do not need to give anyone this access by hand. When you set someone as another person's line manager, their account is upgraded to line manager automatically, provided they already have an account and are not already an admin. Someone who already has direct reports recorded when they first sign in gets line manager access from their first visit. Removing access is always something you do yourself.

Who is told whatCopy Anchor Link

• When someone requests leave or asks to cancel approved leave, their line manager gets an email and an in-app notification with a link to the request. If the line manager has no account or cannot review requests, your admins are told in the app instead.
• When a request is approved or declined, the employee gets an email and an in-app notification, with the reason if you gave one.
• Someone cancelling their own pending request does not notify anyone.

Good to knowCopy Anchor Link

• Balances update the moment a request is submitted, approved, rejected or cancelled. Leave that is approved but has a cancellation pending still counts as used until you decide.
• If you change someone's allowance, their remaining days move straight away and days already taken stay as they are. You cannot set an allowance below what someone has already used or booked.
• Two requests from the same person cannot overlap. A morning off and an afternoon off on the same day are fine.
• Reports has a Leave Utilisation export if you need the figures in a spreadsheet.

QuestionsCopy Anchor Link