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Managing Leave Requests

How do I manage holiday requests from my staff?

Matt V avatar
Written by Matt V
Updated over a week ago

How Do Leave Requests Work?

Making Requests

Leave requests can be made from the 'My Rota' tab by any user listed at a venue on Hopsy.... Click here for instructions on how to request leave.


Processing Requests

Leave requests are visible, and can be actioned by 'venue managers', and 'assistant management'. Click here for more information on job roles inside Hopsy.

The venue manager will receive the following each time a leave request is made:

  1. An email notification to inform that a request has been made.

  2. An in-app notification accessed by clicking the bell icon in the top bar on Hopsy. See below:

The leave request dashboard can be found under the 'Staff' dropdown. This dashboard can not be accessed by venue 'staff'.


From the dashboard:

  • Pending leave requests can be approved or declined.

  • Upcoming approved and denied leave requests can be viewed.

  • Past leave requests can be viewed.

Upon addressing a leave request:

  • Denied requests will prompt a reason for declining.

  • Approved requests will prevent shifts being added on the staff rota function on those dates

  • Both approved and denied leave requests will be communicated with the staff member via a notification.


Leave requests can also be managed directly from the staff rota screen:

Pending leave shows directly on the rota, making it difficult to add shifts for that employee without noticing the request and either approving or declining first.

Clicking on the pending request on the rota screen allows the request to be actioned right from this screen.

Once approved, shifts cannot be added.

Please note, pending requests cannot be seen or actioned by 'Staff' members on Hopsy. 'Venue Manager' or 'Assistant Management' status is required.


Declined Leave Requests

Although declined, a visual cue remains on the requested days to remind management that this was a day that was previously requested, but has been declined.

Shifts can still be added on these days.


For more learning:

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