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How to add leave on behalf of a worker

Record leave for an employee yourself, for one day or several, and deal with any clashes before you save.

Workers can request leave themselves in the Care Hires Worker app, but there are plenty of times you will need to record it for them: a phone call to say they are unwell, a member of your internal team, or a worker who does not use the app.

This guide covers leave for PAYE employees. For workers engaged through their own limited company or an umbrella company, you record unavailability instead. See Managing and Recording Worker Leaves & Availability.

 

Before you begin

  • Leave Management is available on Agency Accelerator Pro.
  • You will need a user access level that allows you to manage leave.
  • Fields marked with an asterisk (*) are required.
  • Check the worker has a leave allowance set up. See How to set up leave allowances.
  • Have any supporting documents ready, such as a fit note.

 

Opening the screen

  1. Select Leaves in the left hand menu.
  2. Choose Add Leave.

The Add Leave / Unavailability screen opens. Until you choose a worker, the panel on the right reads Once you select an employee, their leave summary will appear here, and + ADD LEAVE stays greyed out. The Upcoming Holidays panel lists the year's bank holidays (BH) and special holidays (SH), which is worth checking before you book.

 

Choosing the worker

  1. Enter the worker's name or email address in Employee.
  2. Select them from the list. A Care Hires logo beside a name means a Care Hires Verified worker. A building icon means one of your direct employees.
  3. Check their leave summary on the right. It shows their name and reference number, a View Profile link, the leave year, the days Utilised, the days Available and the Total days allocated for leave.

Tip: Check the Available figure before going further. Paid leave cannot be requested if it would take the worker over their balance, so if they do not have enough left, talk to them first or record the leave as unpaid.

 

Recording the leave

  1. Choose the Leave Type. It starts as General Paid. The types are General, Sick Leave and Suspension, each available as Paid or Unpaid.
  2. Add a Reason for Leave (Optional). It is optional, but worth completing for anything unusual.
  3. Select ADD DOCUMENTS under Supporting Materials to attach a fit note or any other evidence. Each file is listed by name, with a bin icon to remove it.
  4. Choose the Leave Duration. For one day off, choose Single Day and set Select Date. For a period, choose Multiple Days and set the Start Date and End Date. Use the reset button beside the dates to clear them and start again.
  5. Every date is listed in a table underneath. Set the Time off Duration for each one: Full day (1D), First Half (0.5D) or Second Half (0.5D).
  6. Check each date. A green tick means it is set and has no clashes. A red cross with View Conflicts/s means it clashes with something. See Dealing with clashes below.
  7. Select + ADD LEAVE.

For example, leave from 4 to 6 November with Full day (1D) on the 4th and 5th and First Half (0.5D) on the 6th uses 2.5 days.

Tip: Setting each day individually means you can record a period accurately rather than rounding it up. A worker returning at lunchtime on the last day only uses half a day.

 

Dealing with clashes

Each date is checked against shifts the worker is booked on and leave already recorded for them. If a date clashes, a Conflict message appears saying the time period conflicts with an existing shift or leave.

  1. Select View Conflicts/s beside the date. The Conflicts with leave panel opens.
  2. Check each clash. ID | Type shows whether it is a shift or leave, Provider | Leave Type shows the provider for a shift or the type for leave, and Duration shows the times it covers.
  3. Select VIEW to see the details. For existing leave, the Leave History panel opens with the full breakdown, the type and who approved it.

Then choose the option that matches what has happened:

  • The new leave is for the wrong dates. Change the date or the time off duration so it no longer overlaps.
  • The leave has already been recorded. There is nothing more to add.
  • The existing leave is wrong. Cancel it in Leave Requests, then record the correct leave. See How to manage leave requests.
  • The worker is booked on a shift they can no longer work. Arrange cover for the shift from Jobs first, then record the leave.

Please note: Resolve the shift before you record the leave. Leave that sits on top of a booked shift is how a rota gap goes unnoticed until the day.

 

What happens next

The leave goes to Leave Requests as Pending, and its audit log records who created it. It still needs approving before it is confirmed. Once approved:

  • The worker is notified.
  • Paid leave comes off the worker's balance.
  • The leave shows in Leave Summary, and the worker is not offered shifts at those times.

See How to manage leave requests to approve it.

Tip: If you are recording leave that has already been agreed, approve it straight away so the rota and the worker's balance stay accurate.

 

If something looks wrong

  • The worker does not appear in the list. Check their profile is complete and active.
  • You see an unavailability form instead of leave types. The worker is engaged through their own limited company or an umbrella company. If that is wrong, check the employment type on their profile.
  • + ADD LEAVE stays greyed out. Check every required field is complete and every date has a time off duration.
  • The leave is not on the calendar. It is probably still pending. Check Leave Requests.

If you still cannot add the leave, contact our Support Team with the worker's reference number and the dates concerned.