Your employees can request annual leave once they're set up with an account. However, as a Manager or Admin, you can also add leave for your staff manually. This guide will walk you through the process of adding Leave on the desktop version of RotaCloud.
To add leave, follow these steps:
Click on 'Leave' in the blue navigation bar to access the Leave Page.
On the Leave Page, click the blue plus icon at the top to add a new instance of leave. This will take you to the 'Add Leave' form.
Fill in all the required details for the leave, such as the Leave Type and the dates, and click 'Add Leave' to save.
Select the type of leave you want to add to the system. This can be Holiday, Sickness, or any other available Leave Type. It's important to note that different Leave Types in RotaCloud have different functions and may appear in different reports.
Choose whether the leave is paid or unpaid. You can set the default paid or unpaid status for each type of leave in your Settings menu. However, when filling out the 'Add Leave' form, you can always override this default setting if necessary.
If the employee is paid hourly, they will be paid according to the number of hours specified later in the form. If the employee is salaried, unpaid leave will be deducted from their salary proportionally.
Set the start and end dates for the leave. You can use a calendar to select the dates by clicking on the respective fields. To the right of each date field is a drop-down menu. Here, you can use the AM/PM options to add half days.
You can easily check Leave clashes using the Who's on Leave Calendar, which shows how leave from other employees overlaps with what's currently being added to the system.
Once you've selected the start and end dates, the total number of days will be automatically calculated. If you utilise Work Schedules or Non-Working days, the number of working days will also be displayed.
It's important to note that Holiday will not be deducted from an employee's balance on their non-working days.
Next, you can record the number of hours for the leave. This can be added as a single figure as Total Hours or can be done as Daily Hours.
If Total Hours is selected, type the number of hours for the period of Leave in the field provided. If Daily Hours is selected, a field for each day will be displayed, allowing you to type in the hours for each date. You can enter ‘0’ hours for any date that does not contain any holiday hours. If each day has the same number of hours, you can copy one day’s figure into the rest of the days by clicking ‘Set As Default’.
Note: Non-Working Days will have their hours set to ‘0’ by default when using this tool.
Adding these hours is optional; however, if you have an employee with a Holiday Allowance that’s expressed in hours, it must be entered for their leave balance to be correctly updated and show their correct current balance.
If you use the Time & Attendance package, hours must also be added here or on the Timesheet to accurately calculate holiday pay for hourly-paid employees. If Daily Hours are added at this point, then they will be automatically carried over to the Timesheet.
You can add a message attached to the leave. This message will be visible to the employee and will also appear in any leave reports that you generate.
Adding leave for yourself
Administrators can add leave for all staff, including themselves. Managers may have permission to add leave for themselves or only for the staff they manage. The 'Manager Permissions' control this setting for each manager.
By disabling the 'Manually add leave to themselves' permission in a manager’s profile, managers cannot add leave for themselves and must make a leave request in the same way as an employee. When the manager selects their own name from the 'Employee' list on the 'Add Leave' page, they will be given the option to make a leave request.
If the employee has shifts scheduled during the period that the leave has been added for, you'll be shown the ‘Clashing shifts’ menu. This will list all of the employee’s shifts that take place on the days of the leave. You’ll be given the option to automatically handle the shifts in a few ways:
The shifts will be left on the rota, assigned to the current employee.
The shifts will be unpublished, but still assigned to the current employee.
Move to Open Shifts
The shifts will be moved to the Open Shifts row, and will remain published. Employees will be notified and the shifts will be immediately available to claim.
Move to Open Shifts & Unpublish
The shifts will be moved to the Open Shifts row but will be unpublished. They can be edited, moved, or published again from the Rotas page.
The shifts will be deleted, and will be shown in your Deleted Shifts list.
Select your desired option, and click ‘Add Leave’ to make the changes.
Reviewing added Leave
Once you've completed the 'Add Leave' form, you will be taken back to the Leave Page, where you can see a yearly overview of all the scheduled annual leave.
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.