Leave approvals

This feature is for staff leave approvers to help manage and process requests for Leave.

As an approver, you will:

• Review staff requests for leave.

• Approve or Decline requests.

• Ensure accurate record-keeping and timely communication with staff members.

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.

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.

Filter and search staff leave

1. 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.

2. Click Search to apply the filters and display the results.

Manage leave search results

The grid displays your filtered results of requests for staff 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.

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.

Add cover details to a staff leave request

1. Click the outlined Cover icon button.

2. In the Cover Required Details window:

   • Select Yes for Cover Required.

   • Enter a description of the cover requirements.

3. Click Save.

   • The window will close, and the icon will update to indicate that cover details have been added.

View or edit cover details of a staff leave request

1. Click the filled Cover icon button.

2. In the Cover Required Details window:

   • View or edit the details as needed.

3. Click Save to confirm any changes.

Access a staff leave request

1. Locate the staff leave request in the system.

2. Click the Edit icon button to open the request form.

Actions in a staff leave request form

Approve a staff leave request

1. Click Edit icon button.

2. Click the Approve button.

3. 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 leave request

1. Click Edit icon button.

2. Click the Decline button.

3. 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 leave request

1. Click Edit icon button.

2. Click the Delete button.

3. Confirm the permanent deletion .

   • Note: This action cannot be undone.

   • The request will be permanently removed from the system.

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

• Medical certificate

Add a medical certificate to a staff leave request

Click Edit icon button.

1. Click the Files section.

2. Click Add File button.

3. Click Browse to select a file.

4. Add a description (required).

5. Click Upload.

6. 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

1. Click Edit icon button.

2. Click the Files section.

3. Click Add File button.

4. Click Browse to select a file.

5. Add a description (required).

6. Click Upload.

7. 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

1. Click Edit icon button.

2. Click the Files section.

3. Click on the file name link.

4. Locate the downloaded file (usually in your "Downloads" folder).

5. Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).

6. Print if needed.

Comments section

Add a comment to a staff leave request

1. Click Edit icon button.

2. Click the Comments section.

3. Click Add Comment.

4. Enter comment details.

5. 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.