Vacation and leave from the app
Asking for vacation is usually a message, a phone call or a piece of paper that someone then has to copy into the calendar. With My calendar, each person sees in the app which days they work and requests their vacation or leave from there. The company approves or rejects it from the panel, and once approved the days are in their calendar without typing them again.
What each person sees
In the app, from version 1.10.0, in the menu, under Tools, there is My calendar. If someone cannot see it, they should update the app. It shows their month, with arrows to move to the previous or next one:
| In the calendar | What it means |
|---|---|
| Work | They have shifts or tasks that day. Tapping it shows the times and the place. |
| Off | They do not work that day. |
| Holiday | A company or site public holiday, with its name. |
| Vacation or leave | An absence approved or recorded by the company. If it is known, it says whether it is paid or unpaid. |
| Pending | They have requested that day and the company has not reviewed it yet. |
| Today | Today, highlighted. |
Below are My requests: pending, approved and rejected, with the company's reason if it gave one.
There is no day balance: the app does not keep count of how much vacation each person has left.
Requesting vacation or leave
- In My calendar, tap Request vacation or leave.
- Choose the Type: *Vacation*, *Personal days*, *Medical* or *Other leave*.
- Choose From and To. The app works out the calendar days before sending.
- If they want, they can add a Note for whoever reviews it.
- Tap Send request.
While it is pending, the person can cancel it from My requests. Once reviewed, it can no longer be cancelled from the app.
What the app does not allow:
- Past days. A request starts today or later. Days that are over are recorded by the company from the panel.
- More than 60 days in a single request. If more is needed, split it in two.
- Dates that overlap with another pending or approved request, or with an absence already recorded.
Approving or rejecting, in the panel
Requests arrive in Contact, which used to be called *Issues*. It has two tabs: Issues and Requests. The Requests tab shows how many are pending.
Each request shows the person, their branch, the type, the dates, the days, the note and when it was requested. By default you see the pending ones. With the filter you can also see the approved and rejected ones.
- Approve. Say whether the leave is paid: *Paid*, *Unpaid* or *Not set*. You can add a note. On approval, the days go into the person's calendar as an absence, just as if you had added them by hand.
- Reject. Add a note with the reason. It is recommended, because the person will see it.
The person gets a notification on their phone when it is approved or rejected, and the notification takes them to My calendar. Administrators do not get an email for each request: they see them in the panel.
After approving
Approved days are normal absences. They show in the person's Schedules & holidays, on the availability board, and they block clocking in on those days, like any absence. On those days, the Attendance screen in the app shows Non-working day with the reason below, for example "Vacation" or "Leave". If an approval needs undoing, remove the days from their calendar, as with any absence.
Who approves
Only the company's owner and administrators. Supervisors do not see the Requests tab.
Common problems
| What happens | What to do |
|---|---|
| "Those dates overlap with another request or absence of yours" | Something is already requested or recorded on those days. Check My requests and the calendar. |
| "The request has to start today or later" | Past days are recorded by the company from the panel. |
| "A request covers at most 60 days" | Split the period into two requests. |
| "Your employee record doesn't allow requesting vacation from the app" | The person does not have an active record in the company. Check their status in Employees. |