RotaCloud Pro lets you establish rules to automatically manage staff’s leave requests. Leave Rules can monitor the number of staff available for a particular Location, Role, Group, or the whole account.

If a user tries to request leave and breaks a rule that you’ve created, their request will be automatically rejected. By using Request Rules, you can make sure that you always have the right number of staff available, and don’t allow too many people on holiday at the same time.

To open the Request Rules page, on the Leave page, open the Tools menu, and then click Request Rules. Here, you’ll see all of your rules; to add a new one, click the blue + at the top of the page.

You can add a name for your Request Rule so you can easily identify it later. Next, set the start/end date for when this rule applies. You can then add a custom message that is shown to the employee when their Leave Request is rejected under this rule.

The Rules section is where you set the parameters that will determine if a request is accepted or rejected. There are four types of rule that you can set:

Minimum available employees

This rule will let you set the minimum number of staff you need to not be on leave at the same time. If a request would drop the number of staff below the figure you choose, it’ll be rejected.

Minimum available employees on location

This rule will let you set the minimum number of staff who are available at a Location of your choosing.

Minimum available employees in a group

This rule will let you set the minimum number of staff who are available in an Employee Group of your choosing.

Minimum available employees assigned a role

This rule will let you set the minimum number of staff who are available who are able to work a particular Role of your choosing.

Tips/FAQs

  • Admins (and Managers with the ‘Manage leave’ permission) will still be able to manually add Leave even if it breaks a rule. The Request Rules are only used when an Employee is making a Leave Request.
  • When a new Leave Rule is created, it will not affect any leave that’s already in the system, even if the rule is already broken.
  • You can set as many parameters as you wish for each Request Rule but if only one parameter is broken, the Request will be rejected.
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