Booking leave for someone

Org admins can book leave for someone, approved straight away.

It’s handy for leave agreed in a conversation, or a sick day someone rang in about, so they don’t have to log it while they’re unwell.

Book it

1. Go to Team and open the team member.
2. Select Book Leave. On a phone it’s Book leave in the … menu, which is also on each row of the team list.
3. On Book Leave for their name, pick the leave type, dates and any half days or times, the same way as booking your own.
4. Add a Note if you like. It reaches them as the Manager’s note in their email.
5. Select Book Leave.

The form shows their working days, bank holidays, existing leave and allowance, not yours. It isn’t offered for yourself: your own leave goes through New Request like anyone else’s.

How it differs from a request

You’re making the decision, so:

• It’s approved straight away, with you as the approver.
• Notice periods, the allowance, no-leave dates and how far ahead your team can book don’t apply, and you can book dates in the past. The allowance still shows, so going over is a choice made in plain view.
• A day on a no-leave date that normally blocks booking can be chosen, but it costs nothing from their allowance.
• Custom times work for a single day, inside working hours.
• It can’t overlap leave they already have. Folke says “This overlaps other leave they have booked.”
• It has to include at least one day they’d normally work. Dates that only cover weekends, bank holidays or no-leave dates are refused, since they’d cost nothing.
• Only leave types your organisation offers can be chosen.

They get an email saying it’s been added on their behalf, unless they’ve turned off Leave added on your behalf in their notifications. If they’d booked a desk on the rota for those days, it’s freed up.

To change or cancel it later, see Changing or cancelling someone’s leave.