Understanding Leave Types
Understanding Leave Types
Learn about the different types of leave available in the Shifts platform, how they work, and how to request time off appropriately for your specific situation.
Overview
The Shifts platform supports multiple types of leave to accommodate various absence needs, from planned vacations to unexpected illnesses. Understanding the different leave types will help you request the appropriate time off and manage your leave balances effectively. This article explains the standard leave types available in the system and how each type works.
Standard Leave Types
The Shifts platform includes several standard leave types by default:
Vacation Leave
Vacation leave is for planned personal time off:
- Typically accrues throughout the year (e.g., 15 days annually)
- Requires advance notice (default is 7 days)
- Can be taken in full-day or half-day increments
- Balance is visible in your dashboard
- Usually requires manager approval
- Conflicts with scheduled shifts must be resolved
Use vacation leave for personal trips, family activities, or any planned time away from work.
Sick Leave
Sick leave covers health-related absences:
- Typically allocated at the start of the year (e.g., 10 days annually)
- Generally does not require advance notice for unexpected illness
- Can be taken in full-day or half-day increments
- Documentation may be required for extended sick leave (3+ days)
- May require manager approval depending on company policy
- Automatically removes you from scheduled shifts
Use sick leave when you are ill, have medical appointments, or need to care for an immediate family member who is ill.
Personal Leave
Personal leave is for miscellaneous personal matters:
- Usually provided as a small annual allocation (e.g., 3 days)
- Requires reasonable advance notice when possible
- Can be taken in full-day or half-day increments
- Typically requires manager approval
- Limited balance compared to vacation or sick leave
Use personal leave for important personal matters that don’t fit under vacation or sick leave, such as handling administrative tasks, attending to family matters, or other personal obligations.
Unpaid Leave
Unpaid leave covers absences without pay:
- No pre-allocated balance (unlimited availability)
- Does not affect your paid leave balances
- May require advance notice depending on duration
- Requires manager approval
- No compensation during the leave period
- May impact benefits depending on duration
Use unpaid leave when you need time off but have exhausted your paid leave balances or for extended absences beyond your available paid leave.
Custom Leave Types
Your organization may have additional custom leave types configured:
- Parental Leave
- Bereavement Leave
- Educational Leave
- Military Leave
- Jury Duty
- Compensatory Time Off
- Community Service Leave
The availability and rules for these leave types vary by organization. Check your company’s leave policy or ask your manager about special leave types that may be available to you.
Viewing Available Leave Types
To see which leave types are available to you:
- Navigate to My Profile > Leave & Time Off
- Click on Request Leave
- The leave type dropdown menu will show all leave types available to you
- Each type appears with its unique color indicator for easy identification
You can also view a description of each leave type by hovering over the information icon next to the leave type name.
Leave Type Characteristics
Each leave type has specific characteristics:
Color Coding
Leave types are color-coded in the system:
- Vacation: Typically blue
- Sick: Typically green
- Personal: Typically orange
- Unpaid: Typically gray
- Custom types: Various colors
These colors appear in the leave calendar and request forms for easy identification.
Documentation Requirements
Some leave types may require supporting documentation:
- Sick leave beyond a certain duration (typically 3+ days)
- Medical leave with specific accommodation needs
- Leave types related to legal proceedings (jury duty, court appearances)
- Extended personal or family leave
The documentation requirements appear during the leave request process for applicable leave types.
Advance Notice
Different leave types have different advance notice requirements:
- Vacation: Typically 7+ days notice
- Personal: Typically 2-3 days notice
- Sick: Minimal or no advance notice for sudden illness
- Extended leave: Often 30+ days notice when possible
The system will indicate if your request doesn’t meet the advance notice requirement, but will still allow submission for manager review.
Leave Balances
Each leave type has its own balance tracking:
Accrual Methods
Leave balances accrue differently depending on the type:
- Annual Allocation: Full amount credited at the beginning of the year
- Monthly Accrual: Fixed amount added each month
- Per Pay Period: Amount added with each paycheck
- Based on Service: Increasing amounts based on years of service
- Unlimited: Some organizations offer unlimited leave for certain types
Your current balance for each leave type is visible in your dashboard.
Balance Calculations
The system tracks three key figures for each leave type:
- Accrued: Total amount of leave earned
- Used: Amount of leave already taken
- Available: Current balance available to use (Accrued minus Used)
These figures update automatically when leave is approved or canceled.
Requesting Leave
When requesting leave:
- Navigate to My Profile > Leave & Time Off > Request Leave
- Select the appropriate leave type from the dropdown
- Choose the date range for your absence
- Specify full-day or half-day (if applicable)
- Add any required documentation or notes
- Submit for approval
The system will check your available balance and flag any conflicts with your scheduled shifts.
Leave Approval Process
The approval process varies by leave type:
- Standard Approval: Manager reviews and approves/denies
- Auto-Approval: Some leave types may be automatically approved if they meet certain criteria
- Multi-Level Approval: Extended or special leave may require approval from multiple people
- Documentation Review: Leave requiring documentation may have additional verification steps
You’ll receive notifications about the status of your leave request as it progresses through the approval process.
Best Practices
For optimal results when using leave types:
- Plan Ahead: Request foreseeable leave as far in advance as possible
- Use Correct Type: Select the appropriate leave type for your absence reason
- Monitor Balances: Regularly check your leave balances to avoid shortfalls
- Communicate: Add detailed notes to requests for unusual circumstances
- Understand Policies: Familiarize yourself with your organization’s specific leave policies
- Consider Coverage: Be mindful of team coverage when planning extended leave
- Document When Required: Provide requested documentation promptly when required
Related Resources
This article should be updated when:
- New leave types are added to the system
- Leave accrual or calculation methods change
- Documentation or advance notice requirements are modified
- Leave approval workflows are updated
- Balance display or tracking features change