Leave is recorded in the system to track when staff are unavailable and to contribute to weekly timesheets.
Navigate to People → Leave to view all leave requests. ❕Note: The default filter will show leave requests with the status of Pending. To change the filter to see approved or declined, click the filter icon at the bottom of the page & apply the desired filter.
The Pending Leave tile on the Operations page shows a count of pending leave requests for all staff, except workshop staff.
Click on the Pending Leave tile to navigate to the Leave page where you can view all operations pending leave requests.
The Pending Leave tile on the Workshop page will show a count of pending leave requests for workshop staff.
Click on the Pending Leave tile to navigate to the Leave page filtered for pending & workshop staff.
Navigate to People → Leave → Leave Calendar to see all leave requests in a weekly calendar view.
Leave entries are colour coded to represent the statuses of Pending, Approved, or Declined.
School holidays & public holidays are colour coded to assist in the approval process.
Colour code explanations are shown in the legend at the top of the page.
Clicking on the leave card will show a popup with more information about the leave request
Use the < and > buttons to skip forward or backwards weeks or use the calendar date picker on the right of the screen to select a week. To return to the current week, click Go to This Week.
Filters are available in the bottom right corner, to narrow the number of leave requests by Staff Member, Role, Leave Type, Leave Status or Depot.
Leave requests can be viewed by either clicking the Leave Number link from the Leave page, or clicking the Leave Number link from the popup on the Leave Calendar.
On the Manage Leave page for the request you are processing**,** choose from one of the options in the Triple Dot Menu.
Approve leave: The leave request will be approved.
Approve leave & all future recurrences: This option will only be presented if the leave request you’re viewing includes recurrences (see below for details on Recurring leave requests). Selecting this option will approve the request you’re viewing and all future recurrences.
Approve leave and reset job acknowledgements: The leave request will be approved, and jobs for the driver will have acknowledgements reset (see below for details on Reset job acknowledgements).
Decline leave: The leave request will be declined. However, the leave request won’t be deleted, allowing the leave request to be re-processed in the event that the decision is overturned. You will be prompted to to supply a reason for declining the leave request. This will be recorded in the activity log for the leave request and will also be included in the email that is sent to the staff member requesting leave. ❕Note: A declined leave request can be approved at a later date if circumstances change.
❕Note: If the leave request includes recurrences, all recurrences will also be declined.
Delete leave: The leave request will be deleted. If the leave request includes recurrences, you will be asked if you would like to delete them. If you say yes, the original leave request plus all recurrences will be deleted, if you say no, the original request will be deleted but the recurrences will remain.
❕Note: Deleting a leave request is permanent and cannot be changed back to approved or declined later.
❕Note: All details of the leave request, any changes to the leave request and how it is processed will be emailed to the staff member for their record.
Leave requests where additional dates have been selected as recurrences will display the recurrence dates in the Recur tab on the right of the page. Recurring leave requests come with the ability to approve, decline or delete individual requests or the entire series.
The Recur tab shows the instances when the leave occurs.
Approving leave & resetting job acknowledgements, or going into an existing approved leave & changing reset job acknowledgements from no to yes, will do two things:
❕Note: Reset job acknowledgements can be changed from inside the leave request at any time.
❕Note: While a driver may not be able to acknowledge a job on the kiosk or on their app until the day before, the job can still be acknowledged by a member of the Operations team on behalf of the driver by using the Triple Dot Menu from inside the job.
Drivers will see the following message on their kiosk for all jobs after their leave, when job acknowledgements have been reset:
On the day before they return to work, the acknowledge button will return to all jobs as follows:
An example: A driver comes to work on Monday & acknowledges all jobs up until the following Monday in the kiosk. That driver calls on Tuesday morning to report an injury or sickness that will keep him away from work for Tuesday, Wednesday & Thursday, possibly Friday but he will let you know. When that driver’s leave is entered, reset job acknowledgements should be set to yes. Resetting the driver’s job acknowledgements will mean that on Thursday afternoon when acknowledgements for Friday are being checked, that driver’s job will not be acknowledged unless that driver has acknowledged via the driver’s app or the kiosk on the Thursday. Removing the acknowledgement provides the prompt for someone to check on the driver, if their first job after leave remains unacknowledged.
An example: A driver requests to be unavailable for Saturday & Sunday. The driver doesn’t normally work weekends, he’s a Monday to Friday school bus driver & he’s just doing the right thing by making sure that his availability is up to date so that if any last minute weekend jobs do come up, he won’t be getting called to cover them.
Unless you have a reason to believe there’s a chance the driver may not turn up on Monday morning, there’s no need to reset the job acknowledgements.
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