Managing Availability, Leave and Time-off Requests
How staff declare availability and request leave, and how managers approve them within the schedule.
Before even building the schedule, Klyra collects declared availability and time-off requests from staff. This reduces conflicts upfront and speeds up managers’ approval of leave requests.
Availability declared by the team
Each person can indicate from the app the slots when they are available or not, either recurring or for a specific week. This information appears directly in the planner as a suggestion when you assign a shift.
Availability is not binding: it remains an indication the manager can still override, but every override generates a visible warning to avoid last-minute surprises.
Leave and permit requests
Staff submit a request indicating the period and type of absence: leave, permit, sick leave or another reason configured by the company. The request reaches the manager with a "pending" status and stays visible on the calendar until resolved.
When configured, the remaining leave balance is shown to both the person and the manager at request time, so approval automatically accounts for what has already been used.
- Request with period, reason and optional note
- Immediate notification to the relevant manager
- Full request history per person
Approving or rejecting in a few steps
From the absence calendar the manager sees all pending requests and can approve or reject them with a reason. Once approved, the absence automatically blocks new shifts in the same period, avoiding overlaps.
Cosa trovi in questa guida
- staff availability
- leave requests
- permits and sick leave
- absence approval
- absence calendar
- leave balance
Passaggi
- The person opens the absences section in the app and selects the period
- They indicate the type of absence and a note if required
- They submit the request, which shows as "pending"
- The manager reviews it from the absence calendar
- They approve or reject it, stating the reason
- The outcome is sent as a notification to the person
Problemi frequenti
- The request does not reach the right manager → the location or team is not configured correctly → check the person’s location assignment in their profile
- A shift is created despite the approved absence → the schedule was changed after approval without checking warnings → always check conflict warnings before publishing
- The leave balance shown is not up to date → accrual rules were not configured for that contract → check the HR settings of the person’s contract
- Declared availability does not show in the planner → it was entered for a different week than the one being scheduled → check the validity period of the availability
Domande frequenti
Is declared availability mandatory to respect?
No, it is a helpful indication but the manager can still assign a shift outside availability, receiving an explicit warning.
Who can approve a leave request?
Anyone with shift management permission for that location or team, typically the store manager or HR manager.
Can I change a request that was already approved?
Yes, you can cancel or edit it from the absence calendar; the schedule updates accordingly and frees any blocked shifts.
Does the leave balance also account for hourly permits?
It depends on the contract configuration: if hourly permits are enabled they are deducted from the balance according to the rules set by administration.
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