Holiday Approval Report

This report allows direct access to review and approve holiday and time off requests. This page can be found under reports but it also will pop up under your Dashboard notifications. Once any staff member or manager has submitted a request, it will appear as a holiday request needing approval on the holiday approval report and will also come up as a notification on a manager's dashboard. 

Navigating to approval 

Once a staff member has made a holiday request, it will appear as a request needing approval on the relevant manager’s dashboard. Holiday Requests needing approval can also be viewed via Reports > Staff Reports > Holiday Approval. This page will show a list of all active requests. From this page, you can choose whether to approve or reject a request. 

You will also have the information about how much holiday has already been booked, how this will affect skills and whether this affects any scheduled shifts.

Managers can also choose the order in which they view all holiday requests they must approve. The default is in order of start date, but you can also choose the oldest request first and several other options, including name, length, and end date.

You can also see all time off requests here. This will be the default page you will start on. It is important to note that this page will separate time off requests from Holiday requests and also has a column for holiday request calculations. 

Time off requests

You will be able to see which staff member has made the request, when it was requested, the date from when the staff member will be away from and when they would like to return as well as the total number of days they want to take off. 

Other helpful information you can see from here is how many days a staff member has already been taken off, if there are any other staff members (with the same skill) that have already booked a holiday off.  You can see how many staff members will be left with the same Skill, if this request is  approved. You can also see how many affected shifts there are, as in how many shifts would be affected by the request.

One useful feature is the ability to quickly select requests that don’t affect shifts at all. This means that if selected you can quickly approve as they don’t require cover and so are not something you need to consider whilst looking to approve shifts.

There are several options that you can consider as actions to take from this page. Broadly speaking, you are able to reject or approve holidays. But there are also several options regarding what will happen to any left over shifts. You can choose to cancel any shifts, repost shifts as extra shifts so staff can easily take them, or repost as offered shifts if you want more control over who is able to take the shift, or do not change the shift at all.

Holiday Requests

If you are looking at it from the Holiday Requests tab, the page will show you all the requests made from staff members with contracts. 

When you go to approve a post you will have the same options come up about what to do with those shifts. You will also receive more information about how many days of their allowance this would take up. 

If the staff member has used up all of their holiday allowance - you will not be able to approve the shift (if it would leave a negative balance). You will still be able to cancel the request.

Viewing Staff

You can also change which staff members you want to view on this report. You can limit this to all staff, only your home venue staff, only staff at specific venues or venue groups or only staff reporting directly to you.

Approving Holiday

A manager can then choose whether to approve or reject a shift. You will see you have the information about how much holiday has already been booked, how this will affect skills and whether this affects any scheduled shifts.

You will be given the option to repost any shifts that will now need to be filled. However, if the shift was hidden or locked, it would remain hidden and locked even if reposted, until changes were made.

Managers can also choose the order in which they view all holiday requests they must approve. The default is in order of start date, but you can also choose the oldest request first and several other options, including name, length, and end date.

Tentative Approval

When approving a holiday, if the staff member has shifts and they are not cancelled or reposted for cover* (so the shifts remain assigned to them), then their holiday will be marked as tentatively approved. It will automatically change to Approved when they find cover for those shifts.

(If a holiday is cancelled, it will then restore any regular repeating shifts that were cancelled for the holiday. This will restore their previous regular repeating shift pattern.)

*Shifts can also be offered to staff rather than automatically becoming extra shifts. Please note this change can be made by a manager.