Responding to Leave Requests
What to do when an employee requests leave
James Denham avatar
Written by James Denham
Updated over a week ago

When an employee submits a leave request, you will be notified depending on your notification settings.

A screenshot of the email a Manager or Admin will receive when an employee requests Leave.

Reminders will also be sent each week for any pending Leave Requests that you have yet to respond to.


You can approve or deny by visiting the Leave page. If you have any outstanding requests, you’ll see a ‘Requests' section at the top of the page, and can respond by clicking 'Reply'.

A screenshot of the 'Requests' section of the Leave page on the desktop version of RotaCloud, where pending Leave Requests are listed to be approved or denied.

When you click ‘Reply’, a pop-up will display, showing the details of the request and any message that the employee’s included. You can then approve or deny the request, providing a message of your own if you wish.

A screenshot of the 'reply' popup for a Leave request on the Desktop version of RotaCloud.

If the employee has shifts scheduled during the leave period requested, you'll be given the option to choose how to handle the shifts.

A screenshot of the Clashing Shifts breakdown, including the five options Admins and Managers have for processing Leave requests when an employee is scheduled to work.

On approval, the employee will be notified and the arranged leave will be visible on the Leave page.

Approved leave will appear on the rota with shading covering the dates when the employee is away (the colour varies based on the type of leave). You can hover your mouse over this to see more details about the leave. You’re still able to add shifts to the rota on days where an employee is on leave.

A screenshot of the Rotas page on RotaCloud, showing a shift being scheduled on the same day on which an Employee has Holiday booked.


In the RotaCloud app, tap the menu button in the top-right corner of the screen to open the app menu. If you have any pending requests, you’ll be notified here.

A screenshot of the RotaCloud mobile app, showing the menu open, and one pending request.

The Pending Requests page shows all types of requests in RotaCloud, including shift swaps and unavailability. If you want to see only Leave requests, you can tap the categories at the top to filter out any other requests:

A screenshot of the Pending Requests page in the RotaCloud mobile app, showing Leave requests filtered, and one pending Leave Request.

Tap on any request to see more information about it, and tap ‘Review request’ to process it. If you’re approving the Leave, when you tap ‘Approve leave’, you can add the hours the leave is worth, choose whether it’s paid or unpaid, as well as add an optional message to the employee.

A screenshot of the Review Holiday Request page in the RotaCloud mobile app, showing daily hours being added to a pending Leave Request.

If you choose to deny the request, then you can add an optional message for them. Even if you don’t add a message, if any leave request is denied, then the employee will be notified.

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