Requesting Time Off

Learn how to submit, track, and manage your time off requests in the Shifts platform, including checking your leave balances and understanding the approval process.

Overview

The Time Off feature allows you to request planned absences from work and track your available leave balances. The system helps ensure your time off doesn’t conflict with critical shifts and keeps your manager informed about your planned absences.

Types of Leave

Your organization may have several types of leave available:

• Vacation/PTO: Planned personal time off
• Sick Leave: Time off for illness or medical appointments
• Personal Leave: Time for personal matters
• Other Leave Types: Additional options configured by your organization

Each leave type may have different rules, approval requirements, and available balances.

Checking Your Leave Balances

Before submitting a request, check your available time:

1. From your dashboard, click on Time Off in the main menu
2. Select the My Leave Balances tab
3. You’ll see available hours/days for each leave type
4. The system displays your current balance, used time, and accrued time

Creating a New Time Off Request

Basic Request

1. Navigate to Time Off → Request Leave
2. Select the Leave Type from the dropdown menu
3. Choose the Start Date and End Date for your leave
4. For partial days, select the Half Day option and specify AM or PM
5. Add any Comments to explain your request (optional)
6. Click Submit Request

Advanced Options

For longer leaves or special circumstances:

• Documentation: For longer periods, you may need to upload documentation
• Shift Coverage: View potential shift conflicts during your selected period
• Recurring Leave: Set up regular time off patterns for ongoing appointments

Checking Request Status

After submitting a request:

1. Go to Time Off → My Requests
2. View all your requests with their current status:
   • Pending: Awaiting manager review
   • Approved: Request has been approved
   • Denied: Request has been rejected (with reason)
   • Cancelled: Request was withdrawn

Understanding the Approval Process

Most leave requests follow this process:

1. You submit the request
2. Your manager receives a notification
3. They review potential shift conflicts and team coverage
4. The request is approved or denied based on business needs
5. You receive notification of the decision
6. Approved time off appears on your schedule and team calendar

Modifying or Cancelling Requests

Changing a Pending Request

1. Go to Time Off → My Requests
2. Find the pending request you want to modify
3. Click the Edit button (only available for pending requests)
4. Make your changes and resubmit

Cancelling Approved Time Off

1. Go to Time Off → My Requests
2. Find the approved request you need to cancel
3. Click the Cancel button
4. Add a reason for the cancellation
5. Submit the cancellation request

Handling Shift Conflicts

The system automatically checks for scheduling conflicts:

• If you have assigned shifts during your requested time off, you’ll see a warning
• You can choose to proceed anyway (shifts will need coverage)
• You may be prompted to find replacements for critical shifts
• Your manager may deny requests that conflict with essential shifts

Best Practices

For smooth time off management:

1. Request early - Submit requests as far in advance as possible
2. Check team calendar - See if others are already off during your desired dates
3. Plan for coverage - Help find replacements for critical shifts
4. Maintain balances - Keep track of your available time
5. Consider busy periods - Be aware of peak business times when requests may be harder to approve

Related Resources

• Viewing Your Schedule
• Understanding Leave Balances
• Available Leave Types
• Team Leave Calendar

This article should be updated when:

1. The leave request interface changes
2. New leave types or options are added
3. The approval workflow is modified
4. Documentation requirements change
5. Leave balance calculation methods update