Leave is where staff leave requests are recorded and approved or rejected. Approved leave then shows up in the staff attendance register, so nobody on leave is marked absent by mistake.
- Where HR → Leave
- Who can use it Anyone whose role includes Leave. Anyone who can open the screen can both record and approve requests.
- Set up first Staff (the staff member must have a staff record)
Record a leave request
- Click New Leave Request.
- Choose the Staff Member, for example Ama Owusu.
- Choose the Leave Type: Annual, Sick, Maternity, Paternity, Study, Unpaid or Other.
- Pick the Start Date and End Date. Both days are included.
- Add a Reason if you like. Whoever approves it will see the reason under the leave type.
- Click Submit Leave Request. It joins the list as Pending.
Staff member, leave type and both dates are required. The end date can’t be before the start date.
Approve or reject a request
Pending requests have two buttons in the Actions column:
- Approve marks the request Approved.
- Reject marks it Rejected.
The change saves as soon as you click, and the buttons disappear. The cards at the top count all requests and how many are pending, approved and rejected.
There is no undo button. Once a request is approved or rejected, you can’t change it from this screen. Check the dates before you click.
What approval does
- In Staff Attendance, anyone on approved leave for a day appears as On leave in that day’s register until the register is saved.
- Approved leave is counted in a staff member’s attendance figures in Appraisal.
- Reports has a leave summary that groups requests by type and status, with the total days.
- If your school has automations switched on, the school office phone can get a text when requests have been pending for 2 days or more. See Settings.
Good to know
- The list shows the 100 most recent requests, and the counts on the cards come from that list.
- Staff can’t send requests themselves. Someone with Leave in their role records each one, for example from a paper form.
- Requests can’t be edited or deleted here. If you made a mistake, reject the request and record a new one.
- Leave is not linked to Payroll. If unpaid leave should change someone’s pay, adjust it there yourself.