Staff leave

School Admin Teacher

Staff apply for leave in the app. An approver in their part of the institution approves or rejects it, and decides what happens to any lectures the leave affects.

Before you start

• At least one leave type exists. Until then nobody can apply: Apply for leave is disabled with the note "Your institution hasn't set up any leave types yet — an administrator needs to add them before anyone can apply."
• To see which lectures a leave affects, the current session needs a timetable. See Timetable.
• Someone with approval rights has access covering the applicant's part of the institution (see Who approves).

Leave types (setup)

Institution Setup → Leave Types. Heading Leave Types: "What staff can apply for. Nobody can submit a request until at least one exists."

1. Click Add leave type.
2. Fill in the fields and click Add leave type.

Field	Required	What to enter
Name	Yes	e.g. "Casual Leave" (up to 60 characters)
Code	Yes	e.g. "CASUAL". Capital letters and underscores; unique.
Days a year	No	0–365. "Leave blank for no cap — unpaid or bereavement leave, usually." Shows as "No cap".
Paid leave	—	Ticked by default. Unticked types show an Unpaid badge.

Leave types apply to the whole institution and every session.

Partially implemented

Leave types can be added but not edited, retired or deleted in the app. Check the name, code and days carefully before saving.

Apply for leave (My Leave)

My Workspace → My Leave. Heading My Leave: "Your requests, and what each one is waiting on."

1. Click Apply for leave. The dialog says "Your request goes to whoever approves for your part of the institution."
2. Choose Type. Each shows "{n} days a year" or "No annual cap".
3. Set From and To.
4. For a single day, choose How much of the day: Full day, First half or Second half.
5. Enter a Reason (at least 3 characters). The hint shows "{n} day(s) requested".
6. Check Lectures affected. It lists the lectures from your timetable that fall in these dates, or "Nothing on your timetable falls in these dates."
7. Click Submit request. You see "Leave requested." (plus "{n} lectures will need cover." when relevant).

The page shows Requests, Awaiting a decision and Days approved, and a table with Dates, Type, Reason and Status (including the approver's note).

Withdraw a request

Click Withdraw on a pending or approved request, then confirm Withdraw this request?.

• Pending: "It won't be shown to your approver any more. You can apply again for the same dates."
• Approved: "Lectures already cancelled or reassigned by the approval stay that way — somebody may be covering them. Put them back from your schedule if you need to." Use My Schedule → Put it back on each lecture.

Leave balance

Not available yet

Staff can't see how many days they have left. The app shows the yearly allowance per type ("12 days a year") but no remaining balance. The system still checks the allowance when you apply.

Rules checked when you submit

Message	Meaning
"Leave can't end before it starts"	To is before From
"You already have leave covering those dates."	A pending or approved request overlaps
"That would take you past your {type} quota for {year}"	Days already taken + pending + this request exceed the yearly allowance for the current session
Too many days / too little notice	Your institution's limits on consecutive days (30 by default) or notice (none by default)

Days are counted as calendar days: weekends and holidays inside the range count.

Leave Approvals

Teachers & Staff → Leave Approvals. Heading Leave Approvals: "Requests from people in your part of the institution. Your own never appear here."

Stats: Awaiting your decision and Lectures at stake. Each pending request shows the person, type, status, dates and days, and the reason.

1. Read the reason.
2. Under "{n} lectures affected — Leave a lecture unassigned to cancel it.", choose for each lecture either Cancel it (default) or a person to cover it.
3. Optionally write a Note back to them (shown on their request).
4. Click Approve — the button reads Approve — cancel {n} lectures when some lectures have no cover — or Reject.

When nothing is waiting: Nothing waiting on you — "Leave requests from your zone, branch or division will land here."

What approval does

• Each affected lecture is cancelled for that date, or marked covered by the person you picked. This happens together with the approval.
• The applicant and anyone covering are notified (when notifications are set up).
• The recurring timetable doesn't change.

Check who's free first

The cover list here doesn't show whether a person is already teaching then. To see Free/Busy, arrange cover from the lecture on My Schedule or the timetable instead.

Who approves

• Anyone with leave approval permission (School Admin by default).
• An approver sees requests from people whose access sits inside the approver's own access scope. A school-wide approver sees everyone.
• Nobody can decide their own leave ("You can't decide your own leave.").
• The page shows pending requests only. There is no history of decided requests on this page; applicants see the outcome on My Leave.

Statuses

Status	Meaning
Pending	Submitted, waiting for a decision
Approved	Approved; affected lectures were cancelled or covered
Rejected	Rejected by the approver
Cancelled	Withdrawn by the applicant

Who can do this

Action	Who (by default)
Add leave types	School Admin
Apply, withdraw	School Admin, Teacher
Approve / reject	School Admin

Common problems

Symptom	Why	Fix
Apply for leave disabled	No leave types	Add one on Leave Types
Request never appears for the approver	The approver's access doesn't cover the applicant's access	Give an approver access that covers the applicant's campus
"That request has already been decided."	Another approver acted first	Refresh the page
Lectures affected is empty for a teacher	No timetable lectures in those dates, or no current session	Nothing to do, or set up the timetable
Withdrawn approved leave, lectures still cancelled	Withdrawing doesn't restore lectures	My Schedule → Put it back on each

Related

• A teacher's day
• Timetable
• Staff records