Planday offers the possibility of keeping track of your employees' holidays. It is possible for the employee to request vacation for a specific day or period. As a manager, you will receive a notification about the request and can take action immediately in the form of approving or rejecting the request.

Overview of leaves

To see an overview of absence requests go to Schedule > Absence requests (or Leave requests if your language is set to English UK).

Here you will find a list of all the requests that are in Pending status by default. Click on the name or edit icon to open the details of a request.


Filter leave requests

Gain a better overview of leaves by filtering for specifics. This is useful if you have many employee requests and you want to narrow your scope of overview.

Search - You can search for an employee’s first or last name to get to their request quickly. (no middle names)

Period - Set the request period if you need to limit future requests or see past requests.

Status - Filter requests by status. You can change the status to see all the requests or only approved, denied, or pending requests.

Filters - Apply filters to see an enhanced selection of requests sorted by departments, employee groups, employee types, individual selection of employees, by the supervisor, and by account names under which leaves have been requested.

screenshot-ssademo2.planday.com-2022.03.02-16_44_41.png

Approve or Deny a leave request

To approve or deny a leave request, click on the of the request to see its properties.

screenshot-ssademo2.planday.com-2022.03.02-17_01_05.png
  • Created: Date and time when the request was created.

  • Status: Pending, approved, or denied.

  • Name: Name of the employee.

  • Period: Requested period and estimated deduction.

  • Total account impact: Influence the approval of the request is expected to make on the leave balance.

  • Note from the employee: Any comment that the employee has left. Blank if no note found.

  • Account: Which leave account will be used to dispense absence from.

  • Current Balance: The balance of this account as of today.

  • Deduction: The impact this request will have on the employee's account.

  • Expected available balance: What will be the balance on the date after this leave. See Details break this calculation down in an easily understandable way.

  • Show/Hide detailed impact: It's possible for the manager to edit the days that shall have a vacation cost and the cost of each day. The edit in the vacation request will update the about values for ‘Deduction’, ‘expected remaining balance’, and ‘impact’. The page reloads because of this.

  • Overlapping shifts: The request overlaps with X assigned shifts.

    • If there are no overlapping shifts, there are no more details shown.

    • If 1 or more scheduled shifts overlap with the requested period, you can choose what will happen to these shifts.

      • Delete shift(s): The scheduled shifts for this employee in the requested period will be deleted.

      • Expected available balance The scheduled shifts for this employee in the requested period will stay in the schedule, but the Shift type will be changed to the one you choose here.

  • Cover shifts in Schedule: Options to create extra shifts to automatically cover your Schedule for the requested period.

    • Do not create cover shifts: No extra shifts will be created.

    • Copy Shifts and set as Open (for relevant groups/positions): It will be created a copy of the existing shift in the schedule, with the same employee group/position, but set as an Open shift.

  • Option to Deny or Approve the request.

History of leave request

You can see the history of any actions taken on this request such as who requested it and which administrator/manager approved or denied the request including any message they have left. You also have an option to Deny the approved vacation which will record this as an action.

Planday EN Screenshots for HC.169.png

Still have questions? Reach out to our support team via chat if you need help regarding this feature.

See related articles:

Did this answer your question?