Getting Started with Annual Leave
How to add and view your first holiday, sickness, or other leave records
James Denham avatar
Written by James Denham
Updated over a week ago

Your employees can request annual leave once they're set up with an account. However, as a Manager or Admin, you can add Leave for your staff manually. You can also add Leave retrospectively if you need to.

Adding leave on the Leave page

Click ‘Leave’ at the top of the system to access the Leave Page. To add a new instance of Leave, click the blue plus icon at the top of the Leave page, and you’ll be taken to the 'Add Leave' form.

A screenshot of the Leave page on the Desktop version of RotaCloud, with the 'Add Leave' icon highlighted.

Fill in all of the required details for the leave, such as the Leave Type and the dates, and click 'Add Leave'.

A screenshot of the full Add Leave form, for adding an instance of Leave to RotaCloud. It includes the 'Request leave for yourself' button for Managers to make their own holiday requests.

Note: Your Administrator may not have allowed you to add Leave for yourself. If not, you can use the blue link pictured above to make a Leave Request.

You can choose whether each type of Leave is added as 'Paid' or 'Unpaid' by default in your Settings menu. However, when filling out the Add Leave form you're always able to override this if you need to.

A screenshot of the portion of the Settings page where you choose whether certain Leave types are entered as 'Paid' or 'Unpaid' by default in RotaCloud.

Once you've completed the form, you'll be taken back to the Leave page where you can see a yearly overview of all the annual leave that's been scheduled.

A screenshot of the annual Leave Overview on the Leave page of the Desktop version of RotaCloud.

Each month contains a total of all Leave days for each employee. Click on a number in a month to expand it, and view a timeline of all the Leave records for that month.

A screenshot of an individual month's more-detailed overview, on the Desktop version of RotaCloud.

Adding leave on the Rotas page

Leave can also be added directly on the Rotas page. When you click on any date on the rota, you’ll see an ‘Add Leave’ option in the edit window.

Click this button to open the Add Leave window. Here, you can add Leave in exactly the same way as on the Leave page:

A GIF of the process of adding Leave to RotaCloud on the Rotas page, by clicking in a date on the Rota, before clicking 'Add Leave'.

Adding leave on mobile

Leave can also be managed using the RotaCloud app. Your app’s Dashboard can provide you with a quick summary of who’s on leave today. To see this, tap 'Who's on leave today?' on the Dashboard.

A GIF of accessing the Leave Summary page on the RotaCloud mobile app, by tapping 'Who's on Leave' on the Dashboard.

For a more-detailed overview of your leave, the Leave page is accessed by tapping on the aeroplane icon at the bottom of your app screen. Here, you’ll see a summary of all your staff’s holiday balances.

To add a new instance of leave, tap the plus icon, and then tap ‘Add leave’. Fill out the Add Leave form in the same way, and when you’re ready, tap ‘Add leave’.

A GIF of adding Leave to the system from the Leave page of the RotaCloud mobile app.

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