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Guide For: managers, payroll

Leave Requests

The full leave register for your workspace — every leave request, from any employee, in any status (Pending, Approved, Rejected). It's where managers and payroll go to see the whole picture rather than just the pending queue.

Who can use it — Access depends on what you hold:

  • Anyone can reach the create form to log a leave request — but unless you also manage leave, it can only be logged for yourself.
  • "Manage leave requests" (or being listed as a tenant leave approver by role) lets you see every request for the whole workspace, approve or reject them, log leave on behalf of any employee, and edit or delete a request regardless of status.
  • "View all leave requests" on its own gives you visibility of every request without the approve/reject/edit powers.
  • Without either permission, you only ever see your own requests here, and can only edit or delete them while they're still Pending.

This page isn't available in a standalone Trade Pack workspace — it's part of the civil HR module. See Roles & Permissions for how these permissions are granted.

Where to find it — There's no sidebar entry for this page; it's reached via links from elsewhere:

  • The Pending Leave tile on the Dashboard's timesheet snapshot widget (shown only if you manage leave) links straight here.
  • Open on a row in Team Approvals → Leave Requests, or in a worker's My HR File → Leave tab, opens that specific request's record here.
  • "Plan future leave" on the new-timesheet screen's leave warning links to the create form.

How to use it

The table lists every request you can see — User, Dates, Type, Status, and whether an Attachment (medical certificate or other document) was uploaded. It's sorted by start date (newest first), and you can search by the employee's name. There's no separate filter panel — scan the list or use the search box to narrow it down.

Each row's available actions depend on the request's status and your permissions:

  • Approve — flips the request straight to Approved after a confirmation prompt. Shown for anyone who manages leave, on any request that isn't already Approved.
  • Reject — asks for a required Manager Notes explanation, then flips the request to Rejected. Shown for anyone who manages leave, on any request that isn't already Rejected.
  • Edit — opens the full record. Available to leave managers on any request, or to the requester themselves while it's still Pending.
  • Delete — only available while the request is Pending (by the requester or a leave manager); Approved or Rejected requests can't be deleted from here.

Logging or editing a request

Click New leave request to open the create form (or Edit on an existing row):

  1. Employee — if you manage leave, you get an Employee picker to log the request against anyone on the team; otherwise it's fixed to you.
  2. Type — Annual, Sick, RDO, Carer's, Long Service, Unpaid, or Other.
  3. Start Date / End Date — the end date can't be before the start date.
  4. Reason — optional free text.
  5. Medical Certificate / Document (Evidence) — optional attachment (PDF, Word, JPG, PNG or WebP, up to 20MB).

A newly created request always starts Pending, regardless of who logs it. If you manage leave, editing an existing request also shows an Admin section with Status and Manager Notes fields — the same fields the Approve/Reject actions set, exposed here for direct correction.

How approved leave flows through

Approving a request (from here or from Team Approvals) does two things automatically, in the background:

  • Allocations/roster — a leave allocation is created for the employee spanning the leave dates, and any overlapping work allocation is split or trimmed around it so the roster doesn't show them on a job while they're off. Rejecting, un-approving, or deleting the request reverses this and restores the original work allocation exactly as it was.
  • Payroll — a pre-approved timesheet is generated for each weekday in the range (skipping weekends), tagged with the matching leave payroll status (Annual Leave, Sick, RDO, Carer's, Long Service, Unpaid, or Other Leave) at the employee's standard daily hours, ready to be picked up in a pay run.

Because of this link, once a generated timesheet has been locked into a pay run, you can't edit or delete the leave request that created it — you'll need to remove it from the pay run in Payroll Hub first.

Connected pages

  • My HR File — where a worker submits and tracks their own leave requests.
  • Team Approvals — the pending-only queue for approving or rejecting leave day to day; this page is the full register behind it.
  • Allocation Manager — where the leave allocation and any split work allocations show up on the roster.
  • Payroll Hub — where the auto-generated leave timesheets get picked up into a pay run.

Tips & common mistakes

  • No sidebar link? That's expected — you get here from the Dashboard's Pending Leave tile, from Team Approvals, or from a worker's My HR File, not from the main navigation.
  • Can't edit or delete an Approved/Rejected request? Regular employees can only touch their own requests while Pending. If you manage leave, you can still edit any request via the Admin section — but not once its generated timesheet is locked in a pay run.
  • Rejecting always needs a note. There's no reject-with-no-explanation path — type a reason before confirming.
  • Logging leave for someone else only works if you manage leave requests; otherwise the Employee field doesn't appear and the request is always logged against you.
  • Approving doesn't touch the roster by hand — the leave allocation and any work-allocation split happen automatically. If you need to check what changed, look at the employee in Allocation Manager rather than editing allocations directly.