On the RotaCloud mobile app, Leave can be added from any page by tapping on the blue plus icon, and then tapping ‘Add Leave’.
You’ll be directed to the Add Leave page, where you can fill out a form similar to the one on the desktop version of RotaCloud. Complete the fields to add the leave to your account.
Tap here to choose the employee for whom you want to add leave. Administrators will have access to all staff, while Managers will only see the staff they manage.
Note: Leave can be added to multiple employees at the same time using the desktop version of RotaCloud
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.
Set the start and end dates for the leave. You can use a calendar to select the dates by clicking on the respective fields. Tap the AM/PM buttons to set any half days that you require.
When the start and end dates are selected, the total number of days of the leave will be loaded. If you make use of Work Schedules or Non-Working Days for the employee, then you’ll also be shown the number of working days of the leave.
If you’re adding Holiday, the employee’s remaining holiday balance will also be shown, so you can be sure that there’s enough in their allowance to cover any holiday you’re adding. You’ll also be warned if there’s any Leave already added on those dates, as employees can not be on two types of leave at the same time.
Next, you can record the number of hours for the leave. This can be added as a single figure for Total Hours or can be done as Daily Hours.
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 Total Hours is selected, type the number of hours for the full period of Leave in the field provided.
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 updated and show their correct remaining 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.
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 in the form. If the employee is salaried, unpaid leave will be deducted from their salary proportionally.
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.
When you’re done, tap ‘Add Leave’. 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 handle the shifts in a few ways:
The shifts will be left on the rota, assigned to the current employee and will sit alongside the leave.
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 can see a summary of leave on the Leave Page. Here you can see a yearly overview of all the scheduled annual leave.