Leave and absence
The manage Leave and Absence module is used to manage all staff time and attendance, including leave, absences, time in lieu/overtime, working remotely, and extra hours. This module is exclusively for Leave Managers, who have full control over all staff leave and absence records.
Leave Approvers must act on assigned leave requests by approving or declining them.
Staff absence section
Administration > Leave & Absence > Absence section (open by default)
Create an absence notification for a staff member
Click Add Absence.
Enter staff name: Select the staff member from the dropdown list.
Select absence category: Choose from the available options.
Select approver: Choose the appropriate approver from the dropdown list.
Enter reason details: Briefly explain the reason for the absence.
Specify dates and duration:
Select the Start Date and End Date from the calendars.
Choose All Day or enter specific start and end times for the absence.
Enter Cover Details: Specify any necessary cover requirements (e.g., classes that need to be covered).
Upload Files: Attach any relevant documents (e.g., student classwork).
Medical certificate:
Indicate if a medical certificate is required.
If required, enter the doctor’s details.
Click Submit to submit the absence notification.
Confirm submission: Review all details carefully before confirming.
Note: Once submitted, the details of the absence notification cannot be modified.
Upon saving:
The absence record will be added to the leave lists of the staff member, their leave manager, and the leave approver.
An SMS notification will be sent to all organisers (if valid mobile phone numbers are entered in My EMS > My Details).
An email notification will be sent to all organisers.
Important notes:
Leave managers do not receive absence notifications.
If you also have the role of organiser, you will be notified by both email and SMS when an absence is submitted.
You cannot opt out of receiving absence email notifications.
To receive SMS notifications, ensure a valid mobile number is entered in My EMS > My Details.
Export a spreadsheet report of staff absence notifications
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff absence notifications
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage staff absence notifications search results
The grid displays your filtered results of staff absences, with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff absence records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Manage medical certificates for a staff absence notifications
Leave managers, approvers, and staff can specify whether a medical certificate is required for an absence.
Status indicators of a medical certificate for a staff absence
Medical certificate provided and verified.
Medical certificate required.
Mark that a medical certificate is required for a staff absence
Click the Edit icon button.
Go to the Overview section.
Under the Doctor Details section, set Certificate? to Yes.
Click Save.
Upon save:
A medical certificate required icon will appear in the absence list, indicating that a medical certificate must be provided.
A Verify button will appear in the Edit form (visible when the window is reopened).
You will receive a Medical Certificate Uploaded email notification each time a file marked as a medical certificate is uploaded.
Verify a medical certificate for a staff absence
Click the Edit icon button.
In the absence form:
Navigate to the Files tab to locate the uploaded medical certificate.
An icon will indicate that the file is a medical certificate.
Verify that the details match those entered in the Doctor Details section.
Click the Verify button.
Click Save.
Upon save:
A verified medical certificate icon will appear in the absence list, confirming that the certificate has been provided and details verified.
Hard copy medical certificates
Hard copy medical certificates can also be verified by following the same steps above.
Download a staff absence notification as PDF
Click Download icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Add an organiser comment to a staff absence notification
Click the Add comments icon button .
Enter comment.
Click Save.
Access a staff absence notification
Review and modify details.
Manage associated files (add or download).
Verify submitted medical certificates, if applicable.
Delete an absence record.
View or modify details of a staff absence notification
Click Edit icon button to open the staff absence form.
Make your changes.
Click Save.
Files section
You can upload medical certificates or additional files to a staff member’s absence notification at any time, even after it has been created.
Status indicators for types of files for staff absence notifications
Medical certificate
Add a medical certificate to a staff absence notification
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
A Medical Certificate Uploaded email notification will be sent to leave managers and leave approvers.
Add a file to a staff absence notification
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
Download a file from a staff absence notification
Click Edit icon button.
Click the Files section.
Click on the file name link.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Comments section
Add a comment to a staff absence notification
Click Edit icon button.
Click the Comments section.
Click Add Comment.
Enter comment details.
Click Save.
Upon save:
The comment, along with your name, timestamp (date and time), will be added to the comments list.
The number of comments is indicated in the section header.
Actions in a staff absence form
Delete a staff absence notification
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion .
Note: This action cannot be undone.
The request will be permanently removed from the system.
Staff leave section
Administration > Leave & Absence > Leave section
One-stage or two-stage approval process
Your school can choose between a one-stage or two-stage approval process for managing requests. The process and status of each request will depend on which option has been enabled. See: Setup > Site configuration.
One-stage approval process
A single approval by the staff leave approver is sufficient to fully approve the request.
Two-stage approval process
Initial approval:
Granted by staff leave approver.
Ensures the request meets basic criteria and is ready for final review.
Final approval:
Granted by staff leave manager.
Provides an additional layer of oversight before the request is fully approved.
Create a leave request for a staff member
Click Add Leave.
Enter Staff Name: Select the staff member from the dropdown list.
Select Leave Category: Choose from the available options.
Select Approver: Choose the designated approver from the dropdown list.
Enter Reason Details: Provide a brief explanation for the request.
Specify Dates and Duration:
Select the Start Date and End Date from the calendars.
Choose All Day or enter specific start and end times for the leave.
Enter Cover Details: Specify any necessary cover requirements (e.g., classes that need to be covered).
Medical Certificate:
Indicate if a medical certificate is required.
If required, enter the doctor’s details.
Leave managers and approvers can verify these details against the uploaded medical certificate.
Click Submit to finalise the request.
Confirm submission: Review all details carefully before confirming.
Note: Once submitted, the details of the leave request cannot be modified.
After submission:
The leave request will be added to the leave list for the staff member, their leave manager, and the approver.
An email notification will be sent to the leave manager, leave approver, and organiser.
Important notes
You will not receive an email notification if:
You are adding a leave request for yourself or another staff member, and
You have a role as leave manager, approver, or organiser.
Changes to leave requests:
Staff members can make changes to their leave requests after submission. No additional email notifications will be sent for these updates.
Email notifications of leave requests for leave managers and approvers
By default, you will receive email notifications when:
A leave request is submitted.
A medical certificate is uploaded.
Opt out of leave email notifications
To manage your email notification preferences:
Navigate to My EMS > My Details > Receive Leave Emails?
Adjust the checkbox:
Unchecked: Opt out of receiving leave-related emails.
Checked: Opt in to receive email notifications for all leave requests and medical certificate uploads.
Export a spreadsheet of staff leave report
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff leave requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage staff leave requests search results
The grid displays your filtered results of staff requests for leave, with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff leave records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators of progress of staff leave requests
The system provides clear status indicators to track the progress of staff leave requests. These indicators vary depending on whether your school uses a one-stage or two-stage approval process.
Approved (Only visible if the school uses a one-stage approval process)
Fully Approval (Only visible if the school uses a two-stage approval process)
Initial Approval (Only visible if the school uses a two-stage approval process)
Pending approval
Declined
Amber text indicates a leave that's been flagged for administrative purposes.
Manage medical certificates for a staff leave requests
Leave managers, approvers, and staff members can specify whether a medical certificate is required for a leave request.
Status indicators of a medical certificate for a staff leave requests
Medical certificate provided and verified.
Medical certificate required.
Mark that a medical certificate is required for a staff leave request
Click the Edit icon button.
Go to the Overview section.
Under the Doctor Details section, set Certificate? to Yes.
Click Save.
Upon save:
A medical certificate required icon will appear in the leave list, indicating that a medical certificate must be provided.
A Verify button will appear in the Edit form (visible when the window is reopened).
You will receive a Medical Certificate Uploaded email notification each time a file marked as a medical certificate is uploaded.
Verify a medical certificate for a staff leave
Click the Edit icon button.
In the leave form:
Navigate to the Files tab to locate the uploaded medical certificate.
An icon will indicate that the file is a medical certificate.
Verify that the details match those entered in the Doctor Details section.
Click the Verify button.
Click Save.
Upon save:
A verified medical certificate icon will appear in the absence list, confirming that the certificate has been provided and details verified.
Hard copy medical certificates
Hard copy medical certificates can also be verified by following the same steps above.
Download a staff leave request as PDF
Click Download.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Add an organiser comment to a staff leave request
Click the Add comments icon button .
Enter comment.
Click Save.
Add cover details to a staff leave request
Click the outlined Cover icon button.
In the Cover Required Details window:
Select Yes for Cover Required.
Enter a description of the cover requirements.
Click Save.
The window will close, and the icon will update to indicate that cover details have been added.
View or modify cover details of a staff leave request
Click the filled Cover icon button.
In the Cover Required Details window:
View or edit the details as needed.
Click Save to confirm any changes.
Access a staff leave request
Review and modify details.
Manage associated files (add or download).
Verify submitted medical certificates, if applicable.
Action the request.
Delete a leave record.
View or modify details of a staff leave request
Click Edit icon button to open the staff leave form.
Make your changes.
Click Save.
Overview section
Confirm leave entitlement for a staff member
Click the Edit icon button.
In the Overview section (open by default):
Check the Leave Entitlement? checkbox to confirm the staff member’s leave entitlement.
Click Save to update the record.
Note: No email notifications are sent when leave records are updated.
Files section
You can upload medical certificates or additional files to a staff member’s leave request after it has been created.
Status indicators for types of files for staff leave requests
Medical certificate
Add a medical certificate to a staff leave request
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
A "Medical Certificate Uploaded" email notification will be sent to leave managers and leave approvers.
Add a file to a staff leave request
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
Download a file from a staff leave request
Click Edit icon button.
Click the Files section.
Click on the file name link.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Comments section
Add a comment to a staff leave request
Click Edit icon button.
Click the Comments section.
Click Add Comment.
Enter comment details.
Click Save.
Upon save:
The comment, along with your name, timestamp (date and time), will be added to the comments list.
The number of comments is indicated in the section header.
Actions in the edit staff leave form
Approve a staff leave request
Click Edit icon button.
Click the Approve button.
Confirm the action.
The window will close, and the status icon will update to indicate the request has been Approved.
The approval date will appear in the Approved On column.
The staff member will receive a Leave Request Approved email notification.
Decline a staff leave request
Click Edit icon button.
Click the Decline button.
Confirm the action.
Note: This action cannot be undone.
The window will close, and the status icon will update to indicate the request has been Declined.
The decline date will appear in the Declined On column.
The staff member will receive a Leave Request Declined email notification.
Delete a staff leave request
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion .
Note: This action cannot be undone.
The request will be permanently removed from the system.
Time In Lieu/Overtime (TILO) section
Administration > Leave & Absence > Time In Lieu/Overtime (TILO) section
One-stage or two-stage approval process
Your school can choose between a one-stage or two-stage approval process for managing requests. The process and status of each request will depend on which option has been enabled. See: Setup > Site configuration.
One-stage approval process
A single approval by the staff TILO approver is sufficient to fully approve the request.
Two-stage approval process
Initial approval:
Granted by staff TILO approver.
Ensures the request meets basic criteria and is ready for final review.
Final approval:
Granted by staff leave manager.
Provides an additional layer of oversight before the request is fully approved.
Create a Time in Lieu/Overtime (TILO) request for a staff member
Click Add TILO.
Select the Type:
Choose either Time in Lieu or Overtime.
Select the Status:
Choose Accrue or Taken.
Enter Staff Name:
Select the staff member from the dropdown list.
Select Category:
Choose from the available options.
Enter Description:
Provide a brief explanation for the request.
Select Approver:
Choose the designated approver from the dropdown list.
Specify Dates and Duration:
Select the Start Date and End Date from the calendar.
Click Save to finalise the request.
Confirm submission: Review all details carefully before confirming.
Note: Once submitted, the details of the Time in Lieu or overtime request cannot be modified.
After submission:
The record will appear in the TILO list.
A Time in Lieu/Overtime request email notification will be sent to the leave managers, leave approver, and organiser.
Important notes
You will not receive an email notification if:
You are adding a Time in Lieu/Overtime (TILO)request for yourself or another staff member, and
You have a role as leave manager, approver, or organiser.
Create Time in Lieu/Overtime (TILO) requests for multiple staff members
Step 1: Prepare spreadsheet
Create a spreadsheet with a single column containing the email addresses of the staff members.
Ensure the email addresses exactly match those used in EMS360.
Step 2: Enter details
Select the Type:
Choose either Time in Lieu or Overtime.
Select the Action:
Choose Accrue or Taken.
Enter Staff Name:
Select the staff member from the dropdown list.
Select Category:
Choose from the available options.
Enter Description:
Provide a brief explanation for the request.
Select Approver:
Choose the designated approver from the dropdown list.
Specify Dates and Duration:
Select the Start Date and End Date from the calendar.
Step 3: Generate records
Click Browse and select the prepared spreadsheet file.
Click Generate Records.
Review the generated records in the bottom panel.
Uncheck any records with errors.
Step 4: Edit details (if needed)
Use the checkboxes to select the desired staff members.
Edit the hours and minutes of the TILO directly in the grid as needed.
Step 5: Create TILO records
Click Add TILO for Selected Staff.
After submission:
A TILO/Overtime Request email notification will be sent to the leave managers, leave approver, and organiser.
Important notes
You will not receive an email notification if:
You are adding a Time in Lieu/Overtime (TILO) request for yourself or another staff member, and
You have a role as leave manager, approver, or organiser.
Notifications for future Time in Lieu/Overtime (TILO) requests
Leave managers and leave approvers will receive notifications for future-dated Time in Lieu/Overtime (TILO) requests.
Requests for previous dates will not appear on the dashboard.
Export a spreadsheet of staff Time in Lieu/Overtime (TILO) requests
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff Time In Lieu/Overtime (TILO) requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage Time In Lieu/Overtime (TILO) requests search results
The grid displays your filtered results of staff requests for Time In Lieu/Overtime (TILO), with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff Time in Lieu/Overtime (TILO) records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators of progress of Time in Lieu/Overtime (TILO) requests
The system provides clear status indicators to track the progress of staff Time in Lieu/Overtime (TILO) requests. These indicators vary depending on whether your school uses a one-stage or two-stage approval process.
Approved (Only visible if the school uses a one-stage approval process)
Fully Approval (Only visible if the school uses a two-stage approval process)
Initial Approval (Only visible if the school uses a two-stage approval process)
Pending approval
Declined
Indicators of Time in Lieu/Overtime (TILO) activity
Accrual or Usage: Each Time In Lieu or Overtime request is displayed badge with a plus (+) or minus (-) sign to indicate whether the request is to accrue time or take time off.
Request status:
Disabled badges: Indicate that the request is pending approval.
Enabled badges: Indicate that the request has been approved.
Approved time calculation: Approved TILO time will be included in the Calculated Total of Approved TILO displayed in the toolbar.
Add cover details to a staff Time in Lieu/Overtime (TILO) request
Click the outlined Cover icon button.
In the Cover Required Details window:
Select Yes for Cover Required.
Enter a description of the cover requirements.
Click Save.
The window will close, and the icon will update to indicate that cover details have been added.
View or modify cover details of a staff Time in Lieu/Overtime (TILO) request
Click the filled Cover icon button.
In the Cover Required Details window:
View or edit the details as needed.
Click Save to confirm any changes.
Access a staff Time in Lieu/Overtime (TILO) request
Review and modify details.
Action the request.
Delete a Time in Lieu/Overtime (TILO) record.
View or modify details of a staff Time in Lieu/Overtime (TILO) request
Click Edit icon button to open the staff Time in Lieu/Overtime (TILO) form.
Make your changes.
Click Save.
Actions in a staff Time in Lieu/Overtime (TILO) request form
Approve a staff Time in Lieu/Overtime (TILO) request
Click Edit icon button.
Click the Approve button.
Confirm the action.
The window will close, and the status icon will update to Approved.
The approval date will appear in the Approved On column.
The staff member will receive an approval email notification.
Decline a staff Time in Lieu/Overtime (TILO) request
Click Edit icon button.
Click the Decline button.
Confirm the action.
Note: This action cannot be undone.
The window will close, and the status icon will update to Declined.
The decline date will appear in the Declined On column.
The staff member, TILO approvers and leave managers will receive a declined email notification.
Delete a staff Time in Lieu/Overtime (TILO) request
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion .
Note: This action cannot be undone.
The request will be permanently removed from the system.
Time in Lieu/Overtime (TILO) summary section
Administration > Leave & Absence > TILO Summary section
Filter and search staff Time In Lieu/Overtime (TILO)
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Hide inactive staff:
Unchecked: Displays all results, including inactive and deleted staff.
Checked: Displays only active staff in results.
Click Search to apply the filters and display the results.
Export a spreadsheet of staff Time In Lieu/Overtime (TILO) totals
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Working remotely section
Administration > Leave & Absence > Working Remotely section
Create a working remotely request for a staff member
Click Add Working Remotely.
Enter Staff Name: Select the staff member from the dropdown list.
Select Approver: Choose the designated approver from the dropdown list.
Enter Reason Details: Provide a brief explanation for the request.
Specify Dates and Duration:
Select the Start Date and End Date from the calendars.
Choose All Day or enter specific start and end times.
Enter Cover Details: Specify any necessary cover requirements (e.g., classes that need to be covered).
Click Save to finalise the request.
Export a spreadsheet of staff working remotely requests
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff working remotely requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage working remotely requests search results
The grid displays your filtered results of staff requests for extra hours with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff working remotely records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators of progress of staff working remotely requests
Approved
Pending approval
Declined
Add cover details to a staff working remotely request
Click the outlined Cover icon button.
In the Cover Required Details window:
Select Yes for Cover Required.
Enter a description of the cover requirements.
Click Save.
The window will close, and the icon will update to indicate that cover details have been added.
View or modify cover details of a staff working remotely request
Click the filled Cover icon button.
In the Cover Required Details window:
View or edit the details as needed.
Click Save to confirm any changes.
Access a staff working remotely request
Review and modify details.
Action the request.
Delete a working remotely record.
View or modify details of a staff working remotely request
Click Edit icon button to open the staff working remotely form.
Make your changes.
Click Save.
Actions in a staff working remotely form
Approve a staff working remotely request
Click Edit icon button.
Click the Approve button.
Confirm the action.
The window will close, and the status icon will update to Approved.
The approval date will appear in the Approved On column.
The staff member will receive an approval email notification.
Decline a staff working remotely request
Click Edit icon button.
Click the Decline button.
Confirm the action.
Note: This action cannot be undone.
The window will close, and the status icon will update to Declined.
The decline date will appear in the Declined On column.
The staff member, TILO approvers and leave managers will receive a declined email notification.
Delete a staff working remotely request
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion.
Note: This action cannot be undone.
The request will be permanently removed from the system.
Extra hours section
Administration > Leave & Absence > Extra Hours section
Create an extra hours request for a staff member
Click Add Extra Hours.
Enter Staff Name: Select the staff member from the dropdown list.
Select the Action:
Choose Accrue or Taken.
Enter Description: Provide a brief explanation for the request.
Select Approver: Choose the designated approver from the dropdown list.
Specify Date and Duration:
Click Submit to finalise the request.
Export a spreadsheet of staff extra hours requests
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff extra hours requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage extra hours requests search results
The grid displays filtered results for staff requests for extra hours, with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Indicators of extra hours activity
Accrual or Usage: Each extra hours request is displayed badge with a plus (+) or minus (-) sign to indicate whether the request is to accrue time or take time off.
Request status:
Disabled badges: Indicate that the request is pending approval.
Enabled badges: Indicate that the request has been approved.
Approved time calculation: Approved extra hours time will be included in the Calculated Total of Extra Hours displayed in the toolbar.
Flag extra hours records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Manage Leave & Absence" will also be highlighted within your respective views.
Status indicators of progress of staff extra hours requests
Approved
Pending approval
Declined
Add cover details to a staff extra hours request
Click the outlined Cover icon button.
In the Cover Required Details window:
Select Yes for Cover Required.
Enter a description of the cover requirements.
Click Save.
The window will close, and the icon will update to indicate that cover details have been added.
View or modify cover details of a staff extra hours request
Click the filled Cover icon button.
In the Cover Required Details window:
View or edit the details as needed.
Click Save to confirm any changes.
Access a staff extra hours request
View or modify details of a staff extra hours request
Locate the staff extra hours request in the system.
Click the Edit icon button to open the request form.
Make your changes.
Click Save.
Actions in a staff extra hours form
Approve a staff extra hours request
Click Edit icon button.
Click the Approve button.
Confirm the action.
The window will close, and the status icon will update to Approved.
The approval date will appear in the Approved On column.
The staff member will receive an approval email notification.
Decline a staff extra hours request
Click Edit icon button.
Click the Decline button.
Confirm the action.
Note: This action cannot be undone.
The window will close, and the status icon will update to Declined.
The decline date will appear in the Declined On column.
The staff member, leave approvers and leave managers will receive a declined email notification.
Delete a staff extra hours request
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion.
Note: This action cannot be undone.
The request will be permanently removed from the system.
Extra hours summary section
Administration > Leave & Absence > Extra Hours Summary section
Filter and search staff extra hours
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export a spreadsheet summary of staff extra hours
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Staff Attendance Summary section
Administration > Leave & Absence > Staff Attendance Summary section
Filter and search staff attendance
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Select staff member: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Export a spreadsheet summary of staff attendance
Click Export.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.