✅ Reviewing Holiday Requests as a User
🔍 Viewing Holiday Requests
To review holiday requests:
- Ensure the relevant tick boxes are selected in the ‘Include’ box on the right-hand side of the screen.
- Click Refresh to apply any changes.
Click View to open the request and access key information.
At the bottom of the request, you’ll see the employee’s current accrued holiday.
This helps prevent over-approval of holiday that hasn’t yet been accrued, avoiding excessive holiday debt.
⚠️ Approving Unaccrued Holiday
Holiday can be approved even if it hasn’t been accrued yet, allowing staff to book time off in advance.
However, when attempting to lock the rota, the system checks:
- The amount of holiday accrued by hourly staff
- Against the amount of holiday taken in that same week
If holiday has been taken but not yet accrued, a warning will appear, and the rota will not lock.
🔐 In this case, a higher-level user must lock the rota.
By default, this requires a Level 5 User, but your organisation may allow Level 4 or Level 3 users to do this.
📅 Checking Overlapping Holiday Requests
Click the calendar icon to check if other staff have active or approved holiday during the same period.
- Orange dates = dates being requested
- Blue dates = other holiday instances in surrounding weeks
Click any date to view a list of staff with active holiday on that day.
🗓️ Approved Holiday on the Rota
Once approved:
- The requested dates will be marked as holiday on the rota.
- The employee’s holiday position will update automatically.
🧾 Auditing Holiday Requests
Users with access to employee profiles can use the HR tab to view an audit trail of all holiday requests raised by a specific team member.
This allows for:
- Reviewing request history
- Ensuring correct actions are taken
📝 Note: Manually added holiday (not requested by the employee) will not appear in this audit trail.
This section focuses on employee-raised requests and their outcomes.
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