Overview
Leave Management lets your team request time off, route requests to the right approver, and keep leave balances up to date. Approved leave appears on the Resource Scheduler automatically, so capacity and workload numbers always reflect who is actually available.
Open the app in Workspace View and click Leave in the sidebar to get started.
Requesting Leave
Any team member can submit a leave request in a few clicks. The request form collects everything the approver needs to make a decision.
How to request leave
- Go to Leave > My Leaves and click Request Leave.
- Choose a Leave Type from the dropdown (Vacation, Sick Leave, Personal Day, Unpaid Leave, or any custom type your admin has created).
- Select the Day Mode — Full Day, AM only, or PM only.
- Pick a Date Range (start and end dates). For a single day, set both dates to the same day.
- The Approver field defaults to your assigned approver. Change it if needed.
- Add an optional note, then click Submit.
Your request appears immediately with a Pending status. The approver is notified and can act on it from the Approvals tab.
You can also double-click an empty cell on the Resource Scheduler and choose Request Leave. The date is pre-filled based on the cell you clicked.
Requesting leave on behalf of another user
Designated leave approvers and app admins 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 unavailable.
For designated approvers
If you are assigned as the leave approver for one or more users, you will see a "Request for" dropdown in the leave request dialog. Select the team member you want to create leave for. As their designated approver, the request will be auto-approved immediately.
You can create leave on behalf from two places:
- My Leaves tab — click Request Leave and use the "Request for" dropdown.
- Approvals tab — click Create leave for team member button.
For app admins
App admins can create leave requests for any user. The "Request for" dropdown in the leave request dialog shows all users in the account.
- If the admin is also the selected user's designated approver, the request is auto-approved.
- Otherwise, the request is sent with Pending status to the user's designated approver for review.
Admins can also double-click on another user's row in the Resource Scheduler and select Request Leave to pre-fill the target user.
Auto-approval applies in two cases: (1) an approver creates leave for their approvee, and (2) a user is their own designated approver. In both cases the request is created with Approved status — no manual approval step needed.
Both the My Leaves and Approvals tables show a "Created by" column. When a leave was created on behalf by another user, their name appears here. A dash (—) means the employee created the request themselves.
Approval Workflow
Every leave request follows a simple workflow: submit, review, act.
Statuses
| Status | Meaning |
|---|---|
| Pending | Request submitted; waiting for the approver to act. |
| Approved | Leave confirmed. It now appears on the scheduler and deducts from your balance. |
| Rejected | Approver declined the request with a reason. No impact on balance or scheduler. |
| Recalling | You asked to cancel an approved leave; waiting for the approver to confirm. |
| Recalled | Recall confirmed. Leave is removed and allocation days are restored. |
Approving or rejecting requests
If you are assigned as an approver for any users, you will see a Pending Approvals view under Leave > Approvals. This shows all leave requests waiting for your action. For each request you can:
- Approve — Leave appears on the scheduler; capacity is adjusted; balance is deducted.
- Reject — A reason is required so the requester understands the decision.
- Revoke — Cancel a previously approved leave. Allocation days are restored.
If you need to cancel leave that is already approved, use the Recall action on your leave entry. The leave stays on the scheduler until the approver confirms the recall.
For details on how leave approvers are assigned, see Permissions & Access.
Leave on the Scheduler
Approved leave is displayed directly on the Resource Scheduler so project managers can see who is available at any time.
Visual display
- Leave days appear as colored blocks on the user's row, visually distinct from task cards.
- Each leave type has its own color for quick identification.
- Hover over a leave block to see the leave type, dates, and status in a tooltip.
Capacity impact
| Day Mode | Effect on Capacity |
|---|---|
| Full Day | Capacity set to 0 for that day. Scheduling a task triggers a conflict warning. |
| AM / PM (Half Day) | Capacity reduced by 50%. Tasks can fill the remaining half. |
If you assign a task on a day where someone has full-day leave, the scheduler shows a conflict indicator. You can still force the assignment, but the workload bar will turn red for that day.
Configuring Leave Types
App Admins manage leave types in Workspace View > Settings > Leave. The plugin ships with four default types:
| Leave Type | Paid | Deducts from Allocation |
|---|---|---|
| Vacation | Yes | Yes |
| Sick Leave | Yes | Yes |
| Personal Day | Yes | Yes |
| Unpaid Leave | No | Configurable |
Creating custom leave types
Click Add Leave Type in the Leave settings to create a new type. For each type you can configure:
- Name and description — shown in the leave type dropdown when requesting leave.
- Pay percentage — 100% for fully paid, 0% for unpaid, or any value in between.
- Deducts from allocation — whether approved days of this type reduce the user's annual balance.
Common custom types include Parental Leave, Bereavement Leave, Jury Duty, and Study Leave. Each can have its own pay percentage and allocation rules.
Default Allocation Days
The default allocation is the number of leave days every user receives per year. Admins set this in Settings > Leave.
Allocation settings
| Setting | Description |
|---|---|
| Default Allocation | Base number of days per year for all users (e.g., 20 days). |
| Accumulation | Allow unused days to carry over to the next year. |
| Maximum Accumulated Days | Cap on total carry-over (e.g., 5 days). |
| Per-User Overrides | Assign a different allocation to specific users or teams. |
Use per-user overrides for employees with different entitlements. For example, senior staff might receive 25 days while new hires start with 15 days.
Related Pages
- Capacity Schemes — Define daily work hours so leave correctly reduces available capacity.
- Holiday Schemes — Set up public holidays that work alongside leave to reflect true availability.
- Permissions & Access — Control who can approve leave and who can view team balances.