Approve or decline leave
See who else is off before you decide; approved days go on the planner.
What this is for
Department leads, their backups and HR approve leave from one list. Beside each request you see who else in that department is already off and whether they have the leave to cover it, so you decide once with everything in front of you.
What is on this screen
Each part of the screen above, top to bottom, and what changing it affects.
Top of the page
- Open the planner
- Jumps to the Planner to see the month.
- Waiting on you · Starting within 7 days · Someone else off too · Not enough leave
- How many requests are waiting, how many start soon, how many clash with someone else, and how many would take the balance below zero.
Each request
- Name and department · Waiting · Change · RDO move · Certificate needed
- Who it is and what kind of request.
- Kind · Dates · Time off
- What they asked for, in days and hours.
- Available to book
- Their leave still available, and what's left after this one; red if it goes below zero.
- Also off those days
- Others in the same department who are off on those days: a blue dot for approved, amber for still waiting. Leave typed straight onto the planner counts too.
- Note for them · Approve · Decline…
- Approve puts it on the planner. Decline asks why it can't go ahead, and they see your reason.
Before you start
- You lead a department, are its backup approver, or are an HR person. Anyone else sees 'You don't approve leave for anyone'.
Step by step
- 1
Open HR & Safety → Leave to approve, or press Leave to approve on My leave. You also get a notification when someone asks.
- 2
Read the request, the leave they have available, and who else is off those days.
- 3
Add a note if you like, then press Approve, or Decline… and say why.
- 4
Approved leave goes on the person's department planner, one day at a time, and comes out of that department's hours. If your balances come from Xero, it's sent to Xero as a leave application.
Tips & gotchas
- Nobody sees their own requests here, so a lead's own leave goes to HR or the backup.
- Approvers who aren't HR never see doctor's certificates, only that one is needed.
- A change to approved leave shows 'Instead of…'. The old leave stays on the planner until you approve the change.
- Part days, and kinds not matched to Xero, have to be put into Xero by hand. HR is told when that happens.