When an employee submits a leave request, you will be notified based on your notification settings.
Reminders will also be sent each week for any pending Leave Requests that you have yet to respond to.
Leave and other requests will appear as notifications on the desktop version of RotaCloud. In the upper-right corner of the system, you'll see a notification bell with a red indicator showing the number of outstanding requests. Click on any request to view more information and approve or deny it.
To approve or deny requests, visit the Leave page. If you have any outstanding requests, you'll see a "Requests" section at the top of the page. Click on "Reply" to respond.
When you click ‘Reply’, a pop-up will display showing the details of the request and any message that the employee included. You can then approve or deny the request, providing a message of your own if you wish.
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.
The Pending Requests page displays all types of requests in RotaCloud, including shift swaps and unavailability. To see only leave requests, tap the categories at the top to filter out other requests.
Tap on any request to see more information about it, and tap ‘Review request’ to process it.
What happens when I approve leave?
On approval, the employee will be notified, and the approved leave will be visible on the Leave page, as well as the Rota and Timesheets.
If the employee has shifts scheduled during the leave period, you'll be given the option to choose how to handle the shifts.
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). Hover your mouse over the shaded area to see more details about the leave. You can still add shifts to the rota on days when an employee is on leave.
What happens when I deny leave?
If you choose to deny a leave request, you can add an optional message for the employee. Even if you don't add a message, the employee will be notified of the denial.
An employee can make another request for the same dates if the previous one is denied.
Viewing your request history
Whether approved or denied, you can find the details of all requests, including when they were sent, who responded to them, and the response, in the Request History. Access this via the Tools menu at the top of the Leave page.
Leave Request Rules & Embargoes
RotaCloud offers tools to help you manage Leave Requests more efficiently, such as Leave Request Rules, which can automatically monitor staff levels to ensure you have the necessary coverage, and Embargoes, which can lock out leave requests for a specific period.
Shift Drop and Shift Swap requests
If enabled on your account, employees may send you requests to drop shifts or swap them with colleagues, in addition to Holiday or Other Leave requests. These notifications will arrive in the same way as leave requests, but are processed on the Rotas page.