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Absence requests (for employers)
Absence requests (for employers)

How to manage time off, such as holiday or sickness, for your employees.

Amelia Andrews avatar
Written by Amelia Andrews
Updated over a week ago

Employees can request absence themselves or it can be requested on their behalf by someone with the appropriate permissions.

If an absence request is of a type that requires approval (as per your absence types) it will be pending until someone with the appropriate permissions approves it.

When absence is approved, rejected or cancelled the requester will be automatically notified and their schedule will be updated.

Requesting on someone's behalf

During the booking process, Rotaready will highlight if the dates you select overlap with approved absence for other employees. If the employee has an allowance for the chosen type of absence, Rotaready will also indicate what impact the request will have on the allowance and whether or not it exceeds the available balance.

  1. Click Staff

  2. Search for an employee

  3. Click the Absence tab

  4. Click Book absence

  5. Select an absence type

  6. Select the first and last day of the request

  7. If the booking is for paid absence, you need to consider the regular days off. Rotaready will automatically suggest the regular days off, but it's worth verifying this as it will have an impact on their pay.

Employees can also request absence themselves via the mobile app or online.

Approving or rejecting a request

Absence requests are always displayed in the order in which they were submitted (oldest first).

  1. Click Staff

  2. Click Requests

  3. You can view details of the request, including any concurrent approved absence (for employees in the same staff group or department) and if the employee has any overlapping shifts. You’ll also see a warning if the request overlaps with any notable events. This may influence your decision on whether to approve or reject the request. You can also see the request in-situ with their schedule or in-situ with all other approved bookings.

Cancelling a booking

If you cancel an absence booking for which the employee has an allowance, it will be re-credited with the days/hours that were originally deducted when it was approved.

  1. Click Staff

  2. Search for an employee

  3. Click the Absence tab

  4. Under the Absence bookings section, click Cancel alongside the booking you wish to cancel.

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