---
title: Staff Leave
slug: staff-leave
docTags: 
createdAt: 2026-09-11T02:46:04.921Z
---

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.

:::hint{type="info"}
**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)

1. Go to **My Leave** in the sidebar
2. Click **Request Leave**
3. Choose a **leave type** (e.g. Annual Leave, Medical Leave — your academy's admin configures these)
4. Pick a **start date** and **end date**
5. Optionally add a **reason**
6. 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.

:::hint{type="info"}
**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)

1. Go to **Leave** in the sidebar
2. Use the status filter to see **Pending**, **Approved**, **Rejected**, **Cancelled**, or **All** requests
3. Each request shows the staff member's name, role (Team or Instructor), leave type, dates, and reason
4. Click **Approve** or **Reject**
5. Optionally add a **note** — the staff member sees it on their own leave record
6. 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.

:::hint{type="warning"}
**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 also get a **Leave** approvals screen under **More** to approve or reject requests.

***

## ➕ 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.

1. Go to **Leave**
2. Click **Add Leave**
3. Select the **staff member**, **leave type**, and **dates**
4. Optionally add a note
5. 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.

***

## 🏷️ Leave Types

Leave types (Annual Leave, Medical Leave, Unpaid Leave, etc.) are configured per-academy.

1. Go to **Leave**
2. Click **Settings**
3. 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.

:::hint{type="warning"}
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.