Leave
The Leave section allows you to manage staff leave requests from submission through to approval. You can create requests on behalf of staff members, track their progress, manage medical certificates, and view leave reports.
Administration > Time and attendance > Leave
One-stage or two-stage approval process
Your school can choose between a one-stage or two-stage approval process for managing requests. The process and status of each request will depend on which option has been enabled. See: Setup > Site configuration.
One-stage approval process
A single approval by the staff leave approver is sufficient to fully approve the request.
Two-stage approval process
Initial approval:
Granted by staff leave approver.
Ensures the request meets basic criteria and is ready for final review.
Final approval:
Granted by staff leave manager.
Provides an additional layer of oversight before the request is fully approved.
Create a leave request for a staff member
Click Add Leave.
Enter Staff Name: Select the staff member from the dropdown list.
Select Leave Category: Choose from the available options.
Select Approver: Choose the designated approver from the dropdown list.
Enter Reason Details: Provide a brief explanation for the request.
Specify Dates and Duration:
Select the Start Date and End Date from the calendars.
Choose All Day or enter specific start and end times for the leave.
Enter Cover Details: Specify any necessary cover requirements (e.g., classes that need to be covered).
Medical Certificate:
Indicate if a medical certificate is required.
If required, enter the doctor’s details.
Leave managers and approvers can verify these details against the uploaded medical certificate.
Click Submit to finalise the request.
Confirm submission: Review all details carefully before confirming.
Note: Once submitted, the details of the leave request cannot be modified.
After submission:
The leave request will be added to the leave list for the staff member, their leave manager, and the approver.
An email notification will be sent to the leave manager, leave approver, and organiser.
Important notes
You will not receive an email notification if:
You are adding a leave request for yourself or another staff member, and
You have a role as leave manager, approver, or organiser.
Changes to leave requests:
Staff members can make changes to their leave requests after submission. No additional email notifications will be sent for these updates.
Email notifications of leave requests for leave managers and approvers
By default, you will receive email notifications when:
A leave request is submitted.
A medical certificate is uploaded.
Opt out of leave email notifications
To manage your email notification preferences:
Navigate to My EMS > Personal Settings > My Notification Settings > Leave and Absence
Adjust the checkbox:
Unchecked: Opt out of receiving leave-related emails.
Checked: Opt in to receive email notifications for all leave requests and medical certificate uploads.
Export a spreadsheet of staff leave report
Click Export as Excel.
Locate the downloaded file (usually in your "Downloads" folder).
Open the file using a spreadsheet application (e.g., Microsoft Excel).
Print if needed.
Filter and search staff leave requests
Use the filter options in the top toolbar to set your desired criteria.
Show: Select from the dropdown menu to refine search.
Date range: Specify a start and end date to filter results within a specific time period.
Click Search to apply the filters and display the results.
Manage staff leave requests search results
The grid displays your filtered results of staff requests for leave, with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.
Icon button states in the action columns
Icons change to indicate status.
Outline icon: Indicates no content has been added.
Filled icon: Indicates content has been added or the action is complete.
Flag staff leave records
Flagged records are visually highlighted for easy identification.
Flag:
Use the checkbox/es to flag records for internal organisational purposes (e.g., to indicate that replacement staff have been arranged).
Visibility:
Flagged records are only visible to users with the necessary flagging permissions.
For staff leave managers and organisers:
Records flagged in "Administration > Time and attendance > " will also be highlighted within your respective views.
Status indicators of progress of staff leave requests
The system provides clear status indicators to track the progress of staff leave requests. These indicators vary depending on whether your school uses a one-stage or two-stage approval process.
Approved (Only visible if the school uses a one-stage approval process)
Fully Approval (Only visible if the school uses a two-stage approval process)
Initial Approval (Only visible if the school uses a two-stage approval process)
Pending approval
Declined
Amber text indicates a leave that's been flagged for administrative purposes.
Manage medical certificates for a staff leave requests
Leave managers, approvers, and staff members can specify whether a medical certificate is required for a leave request.
Status indicators of a medical certificate for a staff leave requests
Medical certificate provided and verified.
Medical certificate required.
Mark that a medical certificate is required for a staff leave request
Click the Edit icon button.
Go to the Overview section.
Under the Doctor Details section, set Certificate? to Yes.
Click Save.
Upon save:
A medical certificate required icon will appear in the leave list, indicating that a medical certificate must be provided.
A Verify button will appear in the Edit form (visible when the window is reopened).
You will receive a Medical Certificate Uploaded email notification each time a file marked as a medical certificate is uploaded.
Verify a medical certificate for a staff leave
Click the Edit icon button.
In the leave form:
Navigate to the Files tab to locate the uploaded medical certificate.
An icon will indicate that the file is a medical certificate.
Verify that the details match those entered in the Doctor Details section.
Click the Verify button.
Click Save.
Upon save:
A verified medical certificate icon will appear in the absence list, confirming that the certificate has been provided and details verified.
Hard copy medical certificates
Hard copy medical certificates can also be verified by following the same steps above.
Download a staff leave request as PDF
Click Download icon button.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Add an organiser comment to a staff leave request
Click the Add comments icon button .
Enter comment.
Click Save.
Add cover details to a staff leave request
Click the outlined Cover icon button.
In the Cover Required Details window:
Select Yes for Cover Required.
Enter a description of the cover requirements.
Click Save.
The window will close, and the icon will update to indicate that cover details have been added.
View or modify cover details of a staff leave request
Click the filled Cover icon button.
In the Cover Required Details window:
View or edit the details as needed.
Click Save to confirm any changes.
Access a staff leave request
Review and modify details.
Manage associated files (add or download).
Verify submitted medical certificates, if applicable.
Action the request.
Delete a leave record.
View or modify details of a staff leave request
Click Edit icon button to open the staff leave form.
Make your changes.
Click Save.
Overview section
Confirm leave entitlement for a staff member
Click the Edit icon button.
In the Overview section (open by default):
Check the Leave Entitlement? checkbox to confirm the staff member’s leave entitlement.
Click Save to update the record.
Note: No email notifications are sent when leave records are updated.
Files section
You can upload medical certificates or additional files to a staff member’s leave request after it has been created.
Status indicators for types of files for staff leave requests
Medical certificate
Add a medical certificate to a staff leave request
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
A "Medical Certificate Uploaded" email notification will be sent to leave managers and leave approvers.
Add a file to a staff leave request
Click Edit icon button.
Click the Files section.
Click Add File button.
Click Browse to select a file.
Add a description (required).
Click Upload.
Confirm the upload.
Once uploaded:
The file name will appear as a clickable link.
A Remove button will also appear for managing the file.
The number of files is indicated in the section header.
Download a file from a staff leave request
Click Edit icon button.
Click the Files section.
Click on the file name link.
Locate the downloaded file (usually in your "Downloads" folder).
Open the PDF in your default PDF viewer (e.g., Adobe Acrobat, Preview, or a web browser).
Print if needed.
Comments section
Add a comment to a staff leave request
Click Edit icon button.
Click the Comments section.
Click Add Comment.
Enter comment details.
Click Save.
Upon save:
The comment, along with your name, timestamp (date and time), will be added to the comments list.
The number of comments is indicated in the section header.
Actions in the edit staff leave form
Approve a staff leave request
Click Edit icon button.
Click the Approve button.
Confirm the action.
The window will close, and the status icon will update to indicate the request has been Approved.
The approval date will appear in the Approved On column.
The staff member will receive a Leave Request Approved email notification.
Decline a staff leave request
Click Edit icon button.
Click the Decline button.
Confirm the action.
Note: This action cannot be undone.
The window will close, and the status icon will update to indicate the request has been Declined.
The decline date will appear in the Declined On column.
The staff member will receive a Leave Request Declined email notification.
Delete a staff leave request
Click Edit icon button.
Click the Delete button.
Confirm the permanent deletion .
Note: This action cannot be undone.
The request will be permanently removed from the system.