Leave Management

Overview Back to top

The Leave Management feature lets team members request time off and allows managers or approvers to review and act on those requests — all within the app. Approved leave automatically reduces a user's available capacity on the scheduler, giving project managers an accurate picture of who is available and when.

Requesting Leave Back to top

To request leave, navigate to the Leave view and open the My Leaves tab. Click the "Request Leave" button to open the request form.

The request form includes the following fields:

• Leave Type — Select from the leave types your admin has configured in Settings (e.g., Vacation, Sick Leave, Personal). The list is empty until at least one type is created.
• Day Mode — Choose Full Day, AM (morning half), or PM (afternoon half). Half-day requests reduce capacity by 50% instead of 100%.
• Date Range — Pick the start and end dates for your leave. For a single-day request, set both dates to the same day.
• Approver — The person who will review your request. This may be pre-assigned by your admin in Settings > Leave Settings.
• Note (optional) — Add any additional context or reason for the leave request.

Once submitted, the request enters Pending status and appears in your approver's Approvals tab. You can view all your submitted requests and their current status in the My Leaves tab.

On Behalf of Another User Back to top

Admins and designated approvers can create leave requests on behalf of other users. This is useful when a manager needs to record leave for a team member who is unable to submit the request themselves (e.g., emergency sick leave).

When creating leave on behalf of another user, an additional User field appears in the request form, allowing you to search for and select the team member. The rest of the form fields remain the same. The created request will appear in the selected user's My Leaves tab.

Approval Workflow Back to top

Leave requests follow a defined status workflow. When a request is submitted, it starts as Pending and moves through the following transitions:

Status Transitions

• Pending → Approved — The approver or admin approves the request. Capacity is reduced on the scheduler.
• Pending → Rejected — The approver or admin rejects the request. No capacity impact.
• Pending → Recalled — The requester recalls their own pending request before a decision is made. The recall is immediate.
• Approved → Recalling — The requester asks to recall an already-approved leave. This requires approver consent and enters Recalling status.
• Approved → Recalled — The approver directly revokes an approved leave (e.g., due to changed plans).
• Recalling → Recalled — The approver approves the recall request. The leave is returned and capacity is restored.
• Recalling → Approved — The approver denies the recall request. The leave remains approved and capacity stays reduced.

Approver Actions

In the Approvals tab, approvers see all pending and recalling requests from their team. Each request shows action buttons based on its current status:

• Pending requests: Edit (fix dates, type, or note), Approve, or Reject. Editing a pending approvee leave is symmetric with creating one on their behalf — useful for correcting a typo without forcing the requester to recall and resubmit.
• Recalling requests: Approve Recall (sets status to Recalled) or Deny Recall (sets status back to Approved)
• Approved requests: Revoke (directly recalls the leave)

Owner actions when approval workflow is off

When the approval workflow is turned off, every new request is auto-approved on creation — there is no approver to consult, so a few actions that normally require approver involvement work differently:

• Edit an approved leave: The Edit button is available on the owner's own approved requests in My Leaves and in the Scheduler leave popover. Changes save immediately — no re-approval cycle.
• Recall an approved leave: Recall transitions the leave straight to Recalled, skipping the Recalling intermediate state (there is no approver to consent).
• Drag and resize on the Scheduler: The owner can drag or resize their own approved leave bars on the timeline to shift dates or change duration. Pending leaves are draggable in both modes; rejected, recalling, and recalled leaves are always read-only.

Recall and drag/resize remain owner-only (recall expresses the requester's intent to withdraw, not the approver's call). Edit on pending leaves works for the owner, an app admin, OR the designated approver for the owner — symmetric with the on-behalf create path. Edit on approved leaves is owner/admin only and requires the approval workflow to be off (see above). Approvers always retain their workflow controls (Approve, Reject, Revoke, Approve Recall, Deny Recall) regardless of the approval workflow setting.

Leave on the Scheduler Back to top

Approved leave requests automatically appear as colored blocks on the resource scheduler timeline. Each leave type has a distinct color so managers can quickly identify the type of absence at a glance.

Capacity Impact

Leave directly affects a user's available capacity for each day:

• Full-day leave: Capacity is reduced to 0 hours for that day. The workload indicator shows no available hours.
• Half-day leave (AM or PM): Capacity is reduced by 50%. If the user's scheme specifies 8 hours, only 4 hours remain available.

This capacity reduction is reflected in the workload indicators at the top of each user row. If a user has approved leave on a day, the workload bar accounts for the reduced capacity, making it easy to spot over-allocation on partial leave days.

Configuring Leave Types Back to top

The app does not ship with any pre-defined leave types — the list starts empty. Admins create the types their organization needs (e.g., Vacation, Sick Leave, Personal, Parental, Bereavement, Study Leave) via Settings > Leave Settings before users can submit requests.

Creating Leave Types

To add a leave type, go to Settings > Leave Settings and click "+ Add Type". Each leave type has the following properties:

• Name — The display name shown in the request form and on the scheduler (e.g., "Vacation", "Bereavement", "Study Leave")
• Color — The color used for the leave block on the scheduler timeline
• Abbreviation — A short code displayed inside the leave block (e.g., "VAC", "BER", "STU")

You can edit or delete leave types at any time. Deleting a leave type does not remove existing requests of that type — they will retain their data but may display a "deleted type" indicator.