Time off, sick leave and absence requests

Time off is added in the specialist’s schedule under Time off: annual leave, sick leave, a personal day or a business trip. An employee’s request closes those days for booking at once, and once approved the days come off the leave balance.

Who can do this

• Time off for any specialist is added, and requests are approved, by the salon owner, Full access and Manager.
• At the “Master” level, a staff member files a request for themselves; it waits for approval with the status “Pending”. Time off that someone adds to their own card is a request too, even at the Manager or Full access level.

How to add time off

“Time off days are automatically blocked on the calendar. Clients cannot book during this time off.”

1. Open “Workspace” → “Working Hours” and click the specialist’s name — their schedule opens.
2. Go to the “Time off” tab and click “Add time off”.
3. Pick a “Leave Type”: “Annual leave”, “Sick leave”, “Personal day”, “Unpaid leave” or “Business trip”.
4. Set the “Start date” and “End date”.
5. If you like, fill in “Reason (optional)” and “Coverage (who replaces you)”, or leave “No coverage needed”.
6. Click “Save”.

One specialist’s time off can’t overlap: “This period overlaps another time off.”

On a phone

“More” → “Workspace” → “Working Hours”, the gear next to the specialist’s name → the “Time off” tab → “Add time off”.

Staff requests and approval

When an employee adds time off for themselves, it’s a request: “Status: Pending”. “A request closes these days for booking at once, and once approved they come off the leave balance.”

To approve a request:

1. Open the specialist’s schedule → the “Time off” tab.
2. Click the request.
3. Under “Status”, choose “Approved” or “Declined” and click “Save”.

If the employee changes the dates or the type of a request, it goes back for approval: “Changes send the request back for approval.”

Leave balance

The “Annual leave balance” shows “Total”, “Used”, “Remaining” and “Pending”. The number of days a year is set with “Edit”, in the “Annual leave days” field. Approved days come off the balance.

How time off shows in the calendar

The calendar marks these days as time off, approved or pending. Online booking doesn’t offer them, even while a request is still pending. You can’t book a client on such a day by hand in the CRM either.

The calendar may warn: “The staff member is away this day: … The booking can still be saved.” or “The staff member has requested time off this day: …, not approved yet. The booking can still be saved.” But the save won’t go through — you’ll see “This time is already booked…”. To book a client on that day, change or delete the time off first.

If something goes wrong

“This period overlaps another time off.”

The specialist already has time off on some of these days. Change the dates or edit the existing time off on the “Time off” tab.

What “Pending” means

The request has been sent but not approved yet. The days are already closed for booking, and once approved they come off the leave balance. The salon owner, Full access or Manager approve requests.

“Changes send the request back for approval.”

You’re changing the dates or the type of your request, so after you save it needs approval again.

Clients book on vacation days

Check that the time off was added to the right specialist and for the right dates. Online booking doesn’t offer time-off days, including pending ones.

Related articles

• Working hours, breaks and specific dates
• Staff access levels in the CRM
• Time conflicts, breaks, days off and time off in the calendar