How to Request a leave of absence

  • Updated

This article provides a guide on how to request and manage leave on BigChange. It covers the process of requesting leave as an individual, via a device, and for a group. Understanding these processes is crucial for efficient leave management and ensuring smooth operations within your organisation.

 

Understanding Absence Types

Absence types can be managed by an Administrator of the system by:

  • Navigating to [Top menu] Profile (icon) → Admin Settings → [Side menu] Resources → Absence types. Here, you can create and manage different types of absences, which will be displayed in different colours on the Schedule view.

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Please refer to article: Absence Types for more information.

 

Requesting Leave as an Individual

To request leave as an individual via the BigChange website:

  • Navigate to [Top menu] Fleet and Resources → {side menu] Resources
  • Select a resource
  • Navigate to the Absence tab

Here, you can view your leave details and request new leave by clicking the Add icon and filling in the necessary fields.

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  • Select Add

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  1. From - Date and time of first day of the absence
  2. To - Date and time of last day of the absence
  3. Type - Type of absence (these are your Absence types, which are bespoke and unique to each site setup of BigChange. These can be added/amended by your site Administrators.
  4. Days requested - Number of days of leave.
  5. Reason - This is a manual text field, which is not mandatory but please note, what you out in here will be visible on the schedule when an absence is hovered over. (see below)
  6. Paid leave - Tick box to denote whether this is paid leave or not.
Reason field Visable on schedule on hover of mouse
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Absence list view

  1. From - The start date from which the holiday was calculated.
  2. To - The end date from which the holiday was calculated.
  3. Type - The leave already booked by this Resource.
  4. Number of days remaining - The number of days leave already booked out.
  5. Number of days left - The number of days leave still available to book for this resource.
  6. Add icon to add a holiday request

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Requesting Leave via a Device

If you have the necessary permissions, you can request leave directly from your device. Log in, select 'Absences' from your right-hand menu.

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Select the 'Request Absence' button.

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Complete the form, and select OK.

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Your requested absence will now show on the list view

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 Adding an Absence for a Group

There may be instances where you need to create an absence for entire groups or the whole company, such as Bank Holidays.

  • Navigate to [Top menu] Fleet & ResourcesAbsences
  • Select the + Add icon

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  • Complete the fields, making sure the Resource * field is selected on - All - from the dropdown list.
  • Select save.

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The absence will now show in the list view and can be viewed in more detail by clicking on it.

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Please note: If you try to remove an absence from a resource that has been added to all using this feature, it will remove the absence from all resources. Absences that are added to 'All' resources cannot then be removed for a singular resource unless you want it being removed from all.

 

Managing leave of Absences

Click on it to open up the absence and you will see who added it, and its approval stage.

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Web users who are logged in as an Administrator or have the correct permissions, will have absences automatically approved. All other absences will sit in ‘Requested’ until approved.

Absences can also be filtered and exported as CSV files:

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Resources-51.png When the Schedule is viewed, the colour chosen when it was created in Absence types will appear.  If you hover over it, the reason for the absence will display.

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Conclusion

Understanding how to request leave on BigChange is crucial for efficient operations. Whether you're an individual employee, a manager, or an administrator, this guide provides the necessary steps to ensure smooth leave management. Remember to check your permissions before attempting to request leave via a device, and utilise the Absence types feature for easy visualisation of different types of absences.