Staff leave and time blocks: creating and approving leave

A time block records a period when a staff member is on leave or will not take appointments. During blocked hours that staff member cannot be booked online, and creating an appointment in the panel shows a conflict warning. The same window also collects staff leave requests.

Creating a leave or time block

1. 1

   Open the window

   From the Create menu in the top bar, choose Time Block. The Time Blocks / Leave Management window opens on the Create New Leave tab.

2. 2

   Choose the staff member and the leave type

   Choose who is taking the leave from the Staff list; for your own leave, choose your own name. Leave Type starts as General Leave; change it to Annual Leave, Sick Leave, Personal Leave, Training or Other if needed. Enter a Title if you like; the calendar shows this title.

3. 3

   Enter the dates and times

   All day starts switched on; while it is on you choose only the start and end days, and the chosen days are blocked from start to finish. For leave by the hour, switch off All day; the Start and End fields then include a time, and the end must be after the start. Dates before today cannot be selected.

4. 4

   Save

   Add a note in Description if you like (up to 1,000 characters) and click Save. The record moves to the Leave Requests tab.

You cannot save without choosing a staff member and entering the dates, and the start cannot be after the end. If the same staff member already has another pending or approved leave that overlaps this period, the record is not created and a general warning appears; in that case, edit the existing record on the Leave Requests tab instead.

Which leave waits for approval?

• A leave you create for yourself is saved as Pending Approval; the business owner's own leave also waits for approval, and the owner can approve it themselves.

• A leave you create for another staff member is saved straight away as Approved.

• A rejected leave (Rejected) does not block any hours.

Approving and rejecting leave requests

Requests awaiting approval appear in two places:

• Pending Approvals: click the check-box icon in the top bar and open the Leave Requests tab. Each card shows the staff member, leave type, date range, number of days, any reason and the request date; click Confirm or Reject. Confirm and Reject here take effect immediately without a confirmation step, and Reject does not ask for a reason.

• Time Block → Leave Requests: the list of all leave records. The number of requests awaiting approval is shown at the top, and Filters let you filter by Status, Leave Type, Staff and Date Range. On a pending row, the tick button approves with Yes, Approve; the cross button asks for an optional Rejection Reason, which is then shown in the row. An approved row shows who approved it.

Approval or rejection is not sent to the staff member as a notification; they see the result in the Leave Requests list.

Editing and deleting

In the Leave Requests list, the pencil icon opens the Edit Leave Request window: the leave type, title, all day, dates/times and description can be changed; the staff member cannot, so if you chose the wrong person, delete the record and create it again. When you edit your own rejected leave, the request goes back to Pending Approval. A staff member cannot edit their own approved leave. To delete a record, click the bin icon and confirm with Yes, Delete; the hours of a deleted leave become bookable again immediately.

How leave affects appointments

• No times are offered for that staff member on the online booking page during blocked hours; an All day leave blocks the whole day.

• Creating an appointment in the panel at the same time shows an Appointment Conflict warning; if you choose Yes, create it, the appointment is still created.

• Leave does not cancel or move existing appointments and does not notify customers; move or cancel the appointments in the blocked hours yourself.

• Approved leave appears as a coloured area in the staff member's column in the staff view of the calendar.

Who can do this?

• Saat kapatma, izin talebi yapabilir (create time blocks and leave requests): opens Create → Time Block and the Create New Leave tab.

• Saat kapatma, izin talebi güncelleyebilir (update time blocks and leave requests): sees the Leave Requests list and edits and deletes records.

• Saat kapatma, izin taleplerini onaylayabilir (approve time blocks and leave requests): approves and rejects requests; the Leave Requests tab in Pending Approvals appears only with this permission.

The default Personel (Staff) role has the first two permissions but not the approval one; the business owner and the Yönetici (Manager) role can do everything. A user without the approval permission cannot complete an approval or a rejection. Staff without the Herkesin takvimini görebilir (can see everyone's calendar) permission see only their own leave in the list. You add these permissions to roles with the steps in the Roles and permissions article.