# Holidays Everything here is under *HR > Holidays*. What each person can see follows their role: staff see themselves, managers also see the staff who report to them, and HR sees everyone. ## My holidays *HR > Holidays > My Holidays/Entitlement View* The staff member's own view: an entitlement summary (annual entitlement, used, pending, remaining - colour-coded when it runs low - carried forward and time off in lieu), a grid of upcoming leave and pending requests, and a request history showing who approved what and when. From here staff can start a **New Request** or select one of their own requests and **Cancel** it (pending or approved requests only, with a confirmation). Requests declined by the manager or HR stay visible with the decision notes. ## Requesting time off *HR > Holidays > Submit New Request* (or **New Request** on My Holidays) [![image.png](https://kb.findesolutions.com/uploads/images/gallery/2026-07/scaled-1680-/DFOZ77a77hhNRUND-image.png)](https://kb.findesolutions.com/uploads/images/gallery/2026-07/DFOZ77a77hhNRUND-image.png) 1. Select the request type - staff can only pick types marked `Available to Staff`, normally just **Annual Leave**. 2. Select the first and last day of the leave. 3. For part of a single day, tick **Partial Day** and enter the start time and number of hours (available only when the start and end date are the same day). 4. Check the request summary and click **Confirm**. [![image.png](https://kb.findesolutions.com/uploads/images/gallery/2026-07/scaled-1680-/uCFZIoQj0vEIyHD7-image.png)](https://kb.findesolutions.com/uploads/images/gallery/2026-07/uCFZIoQj0vEIyHD7-image.png) The summary shows the total days being requested - counted over working days, skipping weekends and bank holidays - along with the entitlement remaining after the request, any team members already off over the same dates (click the conflicts line for the full list), and a warning if the dates fall in a blackout period. Warnings do not stop the request: it can still be submitted, with a confirmation that it may not be approved. The same applies when the request exceeds the remaining entitlement. The one hard stop is an overlap with the staff member's *own* existing request - that must be cancelled first. [![image.png](https://kb.findesolutions.com/uploads/images/gallery/2026-04/scaled-1680-/zL9sgU0jEqXPslyw-image.png)](https://kb.findesolutions.com/uploads/images/gallery/2026-04/zL9sgU0jEqXPslyw-image.png) ## Approving leave The normal flow is **staff member submits > manager approves > HR approves**. Sickness and other absence types a manager records directly may need fewer stages - see the absence types table on the HR Rules & Entitlements page. HR can approve a request directly if a manager is unavailable. ### Manager approval *HR > Holidays > Manager Approval Queue* The queue lists pending requests from all staff who report to the selected manager (either of a person's two Reports To managers can action their requests). Selecting a request shows its details and notes, the staff member's entitlement summary including what would remain after approval, and a team calendar for the same period showing who else is off. 1. Highlight the request. 2. Click **Approve** or **Decline**. Declining requires a note, which the staff member sees; a declined request does not go on to HR. ### HR approval *HR > Holidays > HR Approval Queue* The same screen for the HR team, listing pending requests for *all* staff - including requests the manager has not actioned yet, so expect to see items here that are still waiting for their manager stage. Approve or decline exactly as above. ## Recording an absence for someone Managers and HR can record any absence type on a staff member's behalf - sickness being the everyday case - using the **Record Absence** button at the bottom of either approval queue. [![image.png](https://kb.findesolutions.com/uploads/images/gallery/2026-04/scaled-1680-/aQ5Yr4cWxlpdO166-image.png)](https://kb.findesolutions.com/uploads/images/gallery/2026-04/aQ5Yr4cWxlpdO166-image.png) 1. Click **Record Absence**. 2. Select the staff member and the absence type. 3. Set the start and end dates and add any notes. 4. Click **Save**. [![image.png](https://kb.findesolutions.com/uploads/images/gallery/2026-04/scaled-1680-/4gd95cGudcr51kVM-image.png)](https://kb.findesolutions.com/uploads/images/gallery/2026-04/4gd95cGudcr51kVM-image.png) What happens next depends on the type: sickness needs no approval and takes effect immediately, while types that require approval join the queues in the usual way. ## Holiday dashboard *HR > Holidays > HR Dashboard/Overview* An overview of upcoming leave, pending requests and recent decisions, shaped by role: staff get a personal view ("You Off Today / This Week"), managers see their team, HR sees everyone. Headline counts show pending approvals and who is off today and this week. Filters: year, date range, and - for managers and HR - cost centre and salesperson; declined, cancelled and expired requests can be shown or hidden. An **Entitlement** panel shows the selected employee's summary, and **View Calendar** jumps to the team calendar. ## Team calendar *HR > Holidays > Team Calendar View* [![image.png](https://kb.findesolutions.com/uploads/images/gallery/2026-04/scaled-1680-/0GXOIh1sJ1LJMAc2-image.png)](https://kb.findesolutions.com/uploads/images/gallery/2026-04/0GXOIh1sJ1LJMAc2-image.png) A month grid - one row per person, one column per day - showing annual leave, sickness, other absences and pending requests, with weekends shaded. Use the arrows to move between months; hover a cell for the type and status. Entries are colour-coded as per the on-screen legend: **blue** annual leave, **red** sickness, **grey** other absence types, **yellow** pending approval. An absence type that has been given its own display colour uses that instead. ## Time off in lieu *HR > Holidays > Manage Time Off In Lieu* (HR role only) [![image.png](https://kb.findesolutions.com/uploads/images/gallery/2026-04/scaled-1680-/mfrURYPxkLtprNG8-image.png)](https://kb.findesolutions.com/uploads/images/gallery/2026-04/mfrURYPxkLtprNG8-image.png) TOIL is extra leave allowance granted by HR. Select the employee and holiday year to see their existing entries, then: - **Add Entry** - enter the days and hours earned and a reason; the date defaults to today. Saved entries add to the person's total entitlement for that year (they appear on the entitlements screen as Time Off In Lieu rows). - **Edit** - highlight an entry, change the date, days, hours or reason, and save. - **Delete** - highlight an entry and confirm the deletion. ## Emails - When a request is submitted, the staff member's manager(s) are emailed. - When the manager or HR makes a decision, the staff member is emailed. - Nothing is emailed when a request is cancelled, and recording sickness does not currently notify HR (see Not yet available on the Overview page).