Requesting Leave

Learn how to request time off, view your leave balances, track request status, and manage your approved leave in the Shifts platform.

Overview

The Leave Request system in Shifts allows you to request time off, view your leave balances, track approval status, and manage your existing leave requests. The platform handles the entire workflow from request submission to manager approval, while automatically checking for scheduling conflicts and updating your work schedule. This article explains how to create and manage leave requests effectively.

Accessing Leave Features

To access leave request features:

1. Log in to your Shifts account
2. Click on Leave & Time Off in the main navigation menu
3. From this section, you can:
   • Submit new leave requests
   • View your leave balances
   • Check the status of pending requests
   • Manage your approved leave

Understanding Leave Types

The system supports different types of leave, each with its own rules and balances:

Standard Leave Types

• Vacation/Annual Leave: For planned time off and holidays
• Sick Leave: For illness and medical appointments
• Personal Leave: For personal matters and obligations

Additional Leave Types

Your organization may offer additional leave types such as:

• Bereavement leave
• Jury duty
• Training/Professional development
• Parental leave
• Special leave categories

Each leave type has:

• A specific balance allocation
• Unique approval requirements
• Possible documentation needs
• Different advance notice requirements

Checking Your Leave Balances

Before requesting leave, check your available balances:

1. Navigate to Leave & Time Off > My Balances
2. View a breakdown of each leave type showing:
   • Available: Current usable balance
   • Used: Amount already taken this period
   • Pending: Leave requested but not yet approved
   • Accrued: Total amount allocated to you
3. Review any expiration dates for your leave balances

Creating a New Leave Request

To submit a leave request:

1. Navigate to Leave & Time Off > Request Leave
2. Select the appropriate leave type from the dropdown menu
3. Choose your leave dates:
   • Start Date: First day of leave
   • End Date: Last day of leave
   • Half Day Option: Toggle this if taking only half a day
4. Add any relevant notes for your manager
5. Review conflicts with scheduled shifts (shown automatically)
6. Check documentation requirements if applicable
7. Click Submit Request

Half-Day Requests

For partial day leave:

1. Create your leave request as normal
2. Toggle the Half Day option
3. Select whether it’s a morning or afternoon half-day
4. The system will count this as 0.5 days against your balance

Documentation Requirements

Some leave types may require supporting documentation:

• The system will notify you if documentation is needed
• Requirements typically apply for longer leaves or specific types
• You can upload documents with your request or provide them later
• Follow any specific guidelines your organization has provided

Tracking Request Status

After submitting a request, you can track its status:

1. Go to Leave & Time Off > My Requests
2. View all your requests with their current status:
   • Pending: Awaiting manager review
   • Approved: Request has been accepted
   • Denied: Request has been rejected
   • Cancelled: Request was withdrawn
3. Click on any request to view full details, including:
   • Approval history
   • Manager notes
   • Conflicting shifts
   • Documentation status

Understanding the Approval Process

The approval workflow works as follows:

1. You submit a leave request
2. Your manager receives a notification
3. They review your request, considering:
   • Available balance
   • Team coverage
   • Business needs
   • Documentation (if required)
4. They approve or deny the request
5. You receive a notification of the decision
6. If approved, the leave is added to your calendar and shifts are adjusted

Managing Existing Requests

You can manage your existing leave requests:

Cancelling a Request

To cancel a pending or approved future request:

1. Navigate to Leave & Time Off > My Requests
2. Find the request you want to cancel
3. Click Cancel Request
4. Provide a reason for cancellation (optional)
5. Confirm the cancellation

When you cancel:

• Pending requests are removed
• Approved future leave is cancelled and balance is restored
• Your schedule becomes available for shifts again

Modifying a Request

To change a pending request:

1. Cancel the existing request
2. Create a new request with the updated details

Note: Approved requests cannot be directly modified, they must be cancelled and resubmitted.

Leave Calendar

View your leave schedule visually:

1. Go to Leave & Time Off > Calendar
2. See your approved and pending leave on a calendar view
3. View team leave if you have permission
4. Toggle between month, week, and day views
5. Use filters to show specific leave types

Scheduling Considerations

When requesting leave, consider these scheduling factors:

• Conflicts: The system shows your scheduled shifts that conflict with requested leave
• Coverage: Your request may be affected by others already on leave
• Advance Notice: Different leave types may require different notice periods
• Blackout Periods: Some high-demand periods may have restricted leave availability

Best Practices

For smooth leave request management:

1. Plan Ahead: Request leave as far in advance as possible
2. Check Balances: Verify you have sufficient leave before requesting
3. Consider Coverage: Be mindful of team staffing needs
4. Provide Context: Include helpful notes in your request
5. Submit Documentation: Provide required documentation promptly
6. Check Status: Monitor your request for any updates
7. Communicate Changes: Notify your manager if your needs change

Related Resources

• Leave Calendar
• Leave Balances
• Requesting Time Off
• Leave Policies
• Absence Management

This article should be updated when:

1. New leave types are added to the system
2. Changes to the leave request workflow
3. Updates to documentation requirements
4. New leave balance calculation methods
5. Changes to the approval process
6. New integration with scheduling features