Leave

Record holiday, sickness and other time off, track holiday allowance, and approve or decline leave a team member requests.

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What it is#

An absence is time a team member is away: a whole day, part of one day, or a range of days. While they are away they have no working time, so the diary does not plan them in. The diary shows their column as On leave, and their own page shows On leave with the reason.

When to use it#

Record an absence as soon as you know about it: booked holiday, sickness, an appointment or training. Use it too to shorten one working day. If they are away at the same time every week, change their working hours instead.

How to do it#

  1. Open Team, press the team member's name and choose the Absences tab. To add leave for anyone from one place, use the Absences tab on the Team page, press Add absence and choose the Team member.
  2. Set From and To. Leave All day ticked for whole days.
  3. For part of a day, untick All day and set From time and To time. For a range, set Leaves at on the first day and Returns at on the last.
  4. Choose the Reason: Holiday, Sickness, Appointment, Training or Other, and add a Note (optional).
  5. Press Add. If it overlaps an existing absence, the app asks before adding it.

A team member can also ask for leave from their own page. The request appears on your dashboard. Press Approve to write the absence, or Decline. Leave the email tick with their name on to send them the answer, then confirm.

What your customer sees#

Recording leave sends nothing to your customers. Pencilled visits are planned around the absence. Confirmed visits on a leave day never move by themselves, so their customers are not told anything until you move or cancel those visits.

What happens next#

Planning runs again with the absence in place. If the team member has confirmed visits on a leave day, you are told, so you can move each one to another team member or cancel it.

If they are the preferred team member for some customers, the app lists those customers. In automatic mode ("Let the diary plan itself"), their visits are placed with the next available person unless you reassign them on each customer's record. In self mode ("I place visits myself"), visits placed with them come back to your list, and the suggestions offer someone else.

The team member sees On leave on their page. The week ahead email shows the day as On leave. They never see your note. An approved or declined request is emailed to them if you ticked the email.

Good to know#

  • Set the allowance on Team member profile, under Holiday allowance (days per year). Only Holiday counts: each working day of an all day holiday counts as 1, a part day as 0.5.
  • The Team page's Absences tab shows how many holiday days each team member has used this year.
  • Edit an absence with the pencil. An absence that has started or passed cannot be deleted.
  • Download the absence record with Print, Download PDF, Download Excel or Download CSV.
  • An approved request shows in the note as requested by the team member.
  • Cancelling a team member's day on the diary can record the absence at the same time.

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