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Availability and Leave

Managing leave requests

Approve or deny staff leave in one tap, add a comment, edit a request, add leave for someone and download a leave request as a PDF.

3 min read

Every leave request for a store is on its Leave page. Open the store and click the Leave tab: the number on the tab shows how many requests are waiting. Requests that need a decision sit at the top under Waiting for a decision, each with an Approve button and a Deny... button. The staff member gets an email as soon as you decide.

Where to find requests

  • Store page: open Stores, pick the store, then the Leave tab. On a phone, the store tabs scroll sideways if they don't all fit.
  • Timetable: each store card on your Timetable has a Leave line, for example 2 requests to review, with a Review link to the store's Leave page.

WeRoster doesn't email managers about new requests, so keep an eye on the badge or your Timetable.

Approving or denying

Each request under Waiting for a decision shows the person, the type of leave, the dates and how long it is, their reason, and when they asked.

  • Approve: click Approve. That's it: the request moves to History and the person gets a Leave Request Approved email.
  • Approve with a note: click the ⋯ menu on the request, then Approve with a comment.... Type a comment (optional) and click Approve leave.
  • Deny: click Deny..., add a Reason for them if you like (optional), and click Deny leave. They get a Leave Request Denied email with your reason.

A decision is final: once a request is approved or denied, it can't be switched the other way. If plans change, edit the request (see below) or ask the person to send a new one.

When there's nothing left to decide, you'll see You're all caught up.

What approving does

Approving marks the leave as Unavailable on the person's availability, so it shows shaded red behind their row on the roster while you build it. It doesn't remove shifts they're already rostered for, so check those days and take them off the roster if needed. See Setting your availability.

Editing a request

  1. Click the ⋯ menu on the request (in Waiting for a decision or History), then Edit request.
  2. Change the Type of leave, Starts, Ends, the person's reason, or your Comment for them. They can see your comment.
  3. Click Save changes.

Editing doesn't send an email and doesn't change whether the request is approved, denied or waiting.

Adding leave for someone

If someone asks in person, add it for them:

  1. On the store's Leave page, click Add leave at the top.
  2. Choose the Employee and the Type of leave.
  3. Leave Whole days off on and pick the First day and Last day, or switch it off and set Starts and Ends. The summary underneath shows how long it is.
  4. Add a Reason if you like (optional).
  5. Click Add leave. On a computer, Add and add another saves it and clears the form for the next one.

Leave you add goes under Waiting for a decision, ready for you to approve.

History and PDFs

History lists every approved and denied request with the Staff member, Type, When, Status and your Comment (the comment column is hidden on smaller screens). It shows 15 at a time: use Newer and Older at the bottom to page through.

For a printable copy for your records, click the ⋯ menu on any request, then Download PDF.

Who can do this

Owners and managers of the store. Employees can't open store pages; they request leave and follow their requests from their Timetable. See Requesting leave.