Leave Issues

Common questions and problems related to leave requests and time off in Shyfts.

Requesting Leave

How do I request leave?

To submit a leave request:

1. Navigate to Leave or Time Off
2. Click Request Leave or New Request
3. Select the leave type (Annual, Sick, etc.)
4. Choose your start and end dates
5. Add any notes if required
6. Click Submit

Your request will be sent to your manager for approval.

What types of leave can I request?

Common leave types include:

Type	Description
Annual Leave	Your standard holiday entitlement
Sick Leave	For illness or medical appointments
Compassionate	For bereavement or family emergencies
Unpaid Leave	Time off without pay
Training	For professional development
Other	Miscellaneous leave types

Your company may have additional custom leave types.

How far in advance should I request leave?

Leave request policies vary by company:

• Annual leave: Usually 2-4 weeks notice
• Sick leave: As soon as possible (can be same-day)
• Emergency leave: Submit immediately, explain circumstances
• Check your company's specific policy for requirements

Can I request partial days?

Depending on your company's configuration:

• Some companies allow half-day requests
• Others may require full-day requests only
• Check with your manager about partial day options
• Morning or afternoon options may be available

What should I include in my request notes?

Include relevant information such as:

• Reason for leave (if required by policy)
• Contact information for emergencies
• Handover notes for your responsibilities
• Planned return date
• Any work that needs coverage

I can't find the leave request button

If you can't see the leave request option:

1. Check your role - ensure you have staff permissions
2. Navigate correctly - look in Leave, Time Off, or My Requests
3. Check if leave is enabled for your company
4. Refresh the page to load the latest interface
5. Contact your manager if still not visible

Viewing Requests

Where can I see my leave requests?

To view your requests:

1. Go to Leave or Time Off
2. Look for My Requests or similar section
3. View pending, approved, and rejected requests
4. Check historical requests if needed

What do the request statuses mean?

Status	Meaning
Pending	Awaiting manager approval
Approved	Leave has been granted
Rejected	Leave was not approved
Cancelled	You cancelled the request

Why can't I see my pending request?

If your request isn't showing:

1. Check the date filter - select the correct period
2. Refresh the page to update data
3. Verify submission - you may not have completed it
4. Check notifications for any system messages
5. Ask your manager if they can see the request

How do I view my leave history?

To see past leave:

1. Navigate to Leave section
2. Look for History or Past Requests
3. Adjust date filters to see older requests
4. Some data may be archived after a period

Approval Process

How long does approval take?

Approval times depend on:

• Your manager's availability
• Company policies and procedures
• Complexity of the request (length, timing)
• Whether backup coverage is needed

Typically, allow 2-5 business days for responses.

Why was my leave request rejected?

Common reasons for rejection:

• Insufficient notice given
• Staffing conflicts - too many others off
• Busy period - blackout dates in effect
• Leave balance insufficient
• Missing information in the request

Check the rejection reason and speak with your manager.

Can I appeal a rejected request?

If your leave was rejected:

1. Review the reason provided
2. Speak with your manager to understand
3. Propose alternatives (different dates)
4. Follow company procedures for appeals
5. Document your case if escalating

How do I know when my request is approved?

You'll be notified through:

• Shyfts in-app notifications
• Email notification (if enabled)
• Check the request status in Leave section
• Your calendar may show approved leave

Who approves my leave requests?

Leave approval typically goes to:

• Your direct manager or supervisor
• A designated leave approver for your team
• Company settings determine the approval chain

Modifying Requests

Can I edit a pending request?

If your request is still pending:

1. Find the request in your leave list
2. Look for Edit or Modify option
3. Make your changes
4. Resubmit if required

Some companies may not allow edits - you may need to cancel and resubmit.

How do I cancel a leave request?

To cancel a request:

1. Navigate to your leave requests
2. Find the request to cancel
3. Click Cancel or similar option
4. Confirm the cancellation
5. Notify your manager if appropriate

Can I change approved leave?

To modify already-approved leave:

1. Contact your manager first
2. They may need to cancel the original
3. Submit a new request with correct dates
4. Get the new request approved
5. Update any calendar entries

What if I need to return early from leave?

If you're returning earlier than planned:

1. Notify your manager
2. Request modification of your leave dates
3. Your remaining days may be returned to your balance
4. Update any handover arrangements

Leave Balances

Where can I see my leave balance?

To check your available leave:

1. Go to Leave section
2. Look for Balance, Entitlement, or Allowance
3. View remaining days by leave type
4. Check if balances reset annually

My leave balance seems wrong

If your balance appears incorrect:

1. Review approved requests that may have been deducted
2. Check for recent updates or adjustments
3. Verify the leave year being displayed
4. Contact your manager for clarification
5. They can check and adjust if needed

How is leave balance calculated?

Leave balances typically consider:

• Your annual entitlement
• Leave already taken
• Pending approved requests
• Any adjustments or carry-over
• Pro-rata calculations for part-year employees

Can I carry over unused leave?

Carry-over policies vary:

• Some companies allow limited carry-over
• Others require you to use leave within the year
• Check your company's policy
• Plan ahead to use your entitlement

When does my leave balance reset?

Balance resets depend on your company:

• Calendar year: January 1st
• Financial year: April 1st (common in UK)
• Anniversary date: Your hire date
• Check with your manager for your company's policy

Calendar Integration

Does approved leave appear on my schedule?

Yes, approved leave should:

• Show on your personal calendar
• Block you from being scheduled
• Be visible to your manager
• Appear on team calendars (if configured)

Why isn't my approved leave showing?

If leave isn't appearing on calendars:

1. Refresh the page to update data
2. Check approval status - must be fully approved
3. Verify the date range you're viewing
4. Report to your manager if missing
5. There may be a sync delay

Can I export my leave calendar?

To export leave information:

1. Check for export options in the Leave section
2. Your schedule view may show leave
3. Request a leave report from your manager
4. Use browser print function if needed

Sick Leave

How do I report sick leave?

For sick leave:

1. Notify your manager as early as possible
2. Submit a leave request in Shyfts
3. Select Sick Leave as the type
4. Provide expected return date if known
5. Update if your return date changes

Do I need a doctor's note?

Documentation requirements:

• Often required for absences over 7 days
• Company policy determines requirements
• May need to provide upon return
• Check your employee handbook

Can I submit sick leave after the fact?

Yes, for sick leave:

1. Submit the request as soon as you can
2. Select the actual dates you were absent
3. Add notes explaining the situation
4. Your manager may need to approve retrospectively

For Managers

How do I approve leave requests?

To approve staff leave:

1. Go to Leave Management or Approvals
2. View Pending Requests
3. Review the request details
4. Check for conflicts or coverage issues
5. Approve or Reject with reason

I can't see staff leave requests

If requests aren't showing:

1. Verify you have manager permissions
2. Check staff are assigned to you
3. Ensure they submitted (not just drafted)
4. Refresh or check different status filters

How do I adjust leave balances?

To modify staff leave balances:

1. Find the staff member in Leave Management
2. Look for Adjust Balance option
3. Enter the adjustment amount
4. Provide a reason for the adjustment
5. Save the changes

Setting up leave blackout dates

To prevent leave during busy periods:

1. Contact your system administrator
2. They can configure restricted dates
3. Staff will see warnings when requesting
4. Consider company-wide policies

Troubleshooting

Leave request form won't submit

If you can't submit:

1. Check all required fields are completed
2. Verify dates are valid (end after start)
3. Check your balance is sufficient
4. Clear any error messages
5. Try a different browser

I received an error message

Common errors include:

• Insufficient balance: Request exceeds available days
• Invalid dates: End date before start date
• Conflict: Already have leave on those dates
• Blackout period: Leave not allowed during this time

Leave shows wrong dates

If dates appear incorrect:

1. Check the date format (DD/MM/YYYY in UK)
2. Verify timezone settings
3. Look for any daylight saving adjustments
4. Report persistent issues to your manager

Related Topics

• General FAQ
• Scheduling Issues
• Timesheet Issues