Leave Management Guide

Overview

The Leave Calendar provides a comprehensive, visual way to view and manage staff leave within the Planner app. It offers a week-by-week calendar grid where you can view approved and pending leave requests, check public holidays, and apply for new time off. For managers and administrators, it also serves as a centralized hub to review, approve, or reject pending leave requests directly within the interface.

Depending on your organization's setup, the Leave Calendar can operate in two modes:

• Native Mode: Leave is fully managed within the app, allowing users to apply for leave and managers to approve it directly.
• Integration Mode: If your organization uses an external HR platform for leave management, the calendar acts as a read-only view. An informational banner will appear to indicate that leave must be applied for via your HR platform.

Key Features

• Interactive Weekly Calendar Grid: View leave coverage across your staff on a scrollable week-by-week basis.
• Date Navigation: Easily jump between weeks using the navigation arrows or return to the current week instantly with the "Today" button.
• Drag-and-Drop Selection: Quickly select date ranges directly on the calendar grid to initiate a leave application.
• Public Holiday Indicators: Days that fall on public holidays are marked with a 🎉 icon. Hover over the icon to see which holiday applies.
• Manager Approval Panel: A dedicated, collapsible panel for managers and admins to review, approve, and reject pending leave applications without leaving the calendar view.
• Integration Aware: Automatically restricts native leave applications if an active 3rd-party leave integration is enabled, ensuring data consistency.

Common Tasks

1. Applying for Leave

1. Click and drag across the day cells on the calendar to highlight your desired date range. The selected days will be highlighted.
2. Click the Apply for Leave button located in the top-right toolbar. (Note: This button will be disabled if an external HR integration is managing your leave).
3. The Apply Leave modal will open, pre-filled with your selected start and end dates. Fill in any remaining details (like leave category and comments) and submit.

2. Navigating the Calendar

• Click the Arrow Left or Arrow Right icons in the top toolbar to move backward or forward by one week.
• Click the Today button to immediately jump back to the current week.
• The date range displayed in the center of the toolbar shows the visible span of the calendar.

3. Approving or Rejecting Leave (Managers & Admins)

1. Locate the Pending Approvals panel at the bottom of the Leave Calendar screen.
2. If closed, click on the panel header to expand it. You will see a list of all pending leave requests, including the staff member's name, dates, leave category, hours, and comments.
3. Click the green Approve button to approve the request immediately.
4. Click the red Reject button to decline the request. A dialog will appear asking you to provide a Reason for rejection. Enter the reason and click Confirm Reject.

UI Guide

Leave Calendar Screen

1. Integration Banner (Optional): Appears at the top if leave is managed by an external integration.
2. Toolbar: Contains the Today button, Apply for Leave button, and week navigation arrows.
3. Calendar Grid: Displays staff members and their leave blocks spanned across days.
4. Holiday Indicators: A small 🎉 icon on specific dates indicating a public holiday.
5. Pending Approvals Panel: Appears at the bottom for users with Manager or Admin roles.

Approval Panel

• Header: Shows the total number of pending leave applications. Click to expand or collapse.
• Leave Request Row: Displays the applicant's name, date range, leave type (e.g., Annual Leave), duration in hours, and an optional comment icon (hover to read).
• Action Buttons: Approve (green) and Reject (red) buttons for quick decision-making.