Staff Leave
The Leave module lets instructors and team members request time off, and gives admins a queue to review and approve or reject those requests. It's built for both day-to-day use and record-keeping — you'll always be able to see how many days someone took off, when, and why.
Leave is an optional module. Turn it on under Settings → General → Modules before anyone can see the Leave nav items. It's off by default for every academy.
🚀 Getting Started
Once the module is enabled, two nav items appear:
Nav item | Who sees it | Purpose |
|---|---|---|
My Leave | Every instructor and team member | Submit a leave request, track your own request history |
Leave | Admins only | Review, approve, or reject every staff leave request |
📝 Requesting Leave (Instructors & Team)
- Go to My Leave in the sidebar
- Click Request Leave
- Choose a leave type (e.g. Annual Leave, Medical Leave — your academy's admin configures these)
- Pick a start date and end date
- Optionally add a reason
- Click Submit
Your request appears in your own list with a Pending badge. You can cancel it any time while it's still pending — once an admin approves or rejects it, cancelling is no longer available.
Instructors get a schedule heads-up. If you're an instructor and the dates you pick overlap classes you're assigned to teach, you'll see a warning listing those sessions before you submit — grouped by date, so a day with several classes shows as one line instead of several. This is informational only; it doesn't block your request or change your schedule.
✅ Reviewing Requests (Admin)
- Go to Leave in the sidebar
- Use the tabs to see Pending, Approved, Rejected, Cancelled, or All requests — each tab shows how many records it holds. The page opens on Pending when something is waiting for review, otherwise on All
- Each request shows the staff member's name, role (Team or Instructor), leave type, dates, and reason
- Click Approve or Reject
- Optionally add a note — the staff member sees it on their own leave record
- Confirm
If the request is from an instructor and their schedule overlaps the requested dates, the same conflict warning admins see when reviewing lists every affected class session — so you can decide whether to approve, reject, or arrange cover before confirming.
Leave approval doesn't touch attendance or class assignments. Approving a leave request is a record-keeping decision only — it doesn't cancel sessions, reassign a substitute instructor, or change attendance records. If an instructor's leave means a class needs covering, arrange that separately through Instructors or Calendar.
Who can approve leave
Only admins can review, approve, or reject leave requests, add leave for someone else, and export leave records. Team members can request their own leave and track it under My Leave, but they can't see or approve anyone else's — no permission changes this.
Leave in the mobile app
Instructors and team members can submit and track leave from the app under More → My Leave. Admins get the full Leave screen under More → People → Leave — the same place as on the web:
Action | How |
|---|---|
Approve or reject | Buttons on each pending request |
Edit, cancel or delete | Tap the request |
Add leave for a staff member | + at the top right |
Manage leave types | The settings icon at the top right |
Like the web page, it opens on Pending when something is waiting for review, otherwise on All.
➕ Adding Leave on Behalf of Staff (Admin)
Admins can backfill or record leave for a staff member directly — useful for logging past leave that predates the module, or recording leave a staff member didn't submit themselves.
- Go to Leave
- Click Add Leave
- Select the staff member, leave type, and dates
- Optionally add a note
- Click Add Leave
Records added this way are marked approved immediately — no separate review step — and show an Added by admin tag so it's always clear whether a record came from the staff member themselves or was entered by an admin. The staff member gets notified either way.
✏️ Editing, Cancelling or Deleting Leave (Admin)
Made a mistake on a leave record? Admins can fix it from the Leave page. These actions live in the ⋯ menu at the end of each row.
To edit leave:
- Go to Leave and find the request (use the tabs if it's already approved)
- Click ⋯ → Edit
- Change the leave type, dates, or reason
- Click Save changes
You can edit both Pending and Approved leave. The staff member stays the same, and so does the status — an approved record stays approved. If you change the dates or type of approved leave, the staff member is notified.
To cancel approved leave:
- Find the approved request and click ⋯ → Cancel leave
- Optionally add a note — the staff member sees it on their leave record
- Click Cancel leave to confirm
The record isn't deleted — it moves to Cancelled, so you keep a history of what happened. The staff member is notified.
To delete a leave record:
- Find the record (any status) and click ⋯ → Delete
- Click Delete to confirm
Deleting is permanent. The record disappears from the leave history and from CSV exports, and it can't be restored. The staff member isn't notified. If the leave simply didn't happen, consider Cancel leave instead so there's still a record.
Pending requests don't have Cancel leave — use Reject instead. Rejected and cancelled records can't be edited, only deleted. Admins can't edit, cancel or delete their own leave records.
In the mobile app, go to More → People → Leave and tap a request to open it. Edit the type, dates or reason and tap Save, or use Cancel leave / Delete leave record at the bottom.
🏷️ Leave Types
Leave types (Annual Leave, Medical Leave, Unpaid Leave, etc.) are configured per-academy.
- Go to Leave
- Click Settings
- Add, edit, recolor, or hide leave types
Every academy starts with four default types — Annual Leave, Medical Leave, Unpaid Leave, and Other. Their colour can be changed, but they can't be renamed or deleted. You can add your own custom types freely, and hide any type (default or custom) you don't need without losing historical records that reference it.
A leave type in use by existing requests can't be deleted — hide it instead if you no longer want it offered on new requests.
📊 Exporting Leave Records
From the Leave page, click Export CSV to download every request matching your current status filter — staff name, role, leave type, dates, day count, status, source (self-submitted or added by admin), reason, and any review note.
❓ FAQ
Does Leave affect payroll? No. Leave and Payroll are independent modules — approving a leave request doesn't create a payroll deduction or adjust an instructor's pay automatically.
Can a staff member request leave for someone else? No — only admins can create a leave record for another staff member, via Add Leave.
What happens if I disable the Leave module after staff have submitted requests? Existing leave records are kept. The nav items and pages become inaccessible to everyone — including cancelling a pending request — until the module is turned back on.