This article explains how to create, manage and undo leave requests in the web version. Team members who are Admin or have the ‘Approve leave’ role (see: Roles) can also create requests on behalf of other team members. Leave registration is only available when time registration is activated.
Make sure to check your current leave settings.
Use this article for leave requests in the app.
Create a leave request
You can easily create a new request for time off, also for other people:
In the main menu on top, you find 'Leave' under 'Availability'.
To request leave (for yourself or for someone else), use the button '+ Create request'.
Add the relevant information and click 'Save'.
Continue here for all details of the request: 'Process a leave request'.
Pending leave requests
When a team member has requested time off, you can find the request in two locations in Eitje:
Leave requests in 'Tasks'
Go to 'Tasks' (☑️) in the top right corner of Eitje. Here you can find the leave requests that are still pending.
Full overview in 'Leave'
Go to 'Availability', then 'Leave'. On this page you will find a full overview of leave requests, including the ones that have been approved or declined, both in the future and in the past.
As an Admin or a user with the 'Approve leave' role, you will not receive emails or push notifications when a team member requests leave.
Process a leave request
A new leave request will appear with status 'pending'. This request can be approved, declined, or saved as 'pending'.
⚠️ An Admin or a user with the 'Approve leave' role must process the request. Always check the number of leave hours before approving.
The following details are shown in a leave request, depending on the contract type:
Leave date or period: The date or period for which leave is requested.
Record leave hours:
Enter the number of leave hours for this request. For employees with a fixed-hours contract, Eitje suggests a number of hours based on their workweek (see point 5).
If applicable, make sure that the hours are also registered under the correct venue.
⚠️ Note: Always check that the correct number of leave hours is recorded before approving the request. If a leave balance is tracked, these hours will be deducted from it. Do not simply accept the number of hours suggested by the system. If necessary, discuss the number of hours with the employee.
Message to team member: Leave a message for the team member here, especially when declining a request.
Basic information: General information about the request, including the team member’s name, request date, reason for leave, and current status.
Workweek: If this team member has an active fixed-hours contract, their configured workweek is shown here. The suggested number of leave hours in step 2 is based on this workweek.
Leave balance: This information is only shown if a leave balance is tracked for this team member. It shows:
The current leave balance.
The leave hours that will be accrued until the end of the contract (or end of the year).
The number of leave hours already scheduled for future dates.
An estimate of the leave balance at the end of the contract (or end of the year), excluding the hours in this request.
An estimate of the leave balance at the end of the contract (or end of the year), including the hours in this request.
Overlapping requests: Here you can see whether others have also requested leave for this period and the status of their requests.
Scheduled shifts during leave
When you approve a leave request, there may already be shifts scheduled for this team member during that period. In that case, you can convert these shifts to open shifts and send a request out to the team.
💡 Not an Admin? In that case, you need both the ‘Approve leave’ and ‘Manager’ roles to convert shifts to open shifts.
Changelog
To see what changes have been made and by whom, open the changelog in the bottom-left corner. Here, you can see, for example, who created the request, who approved it or made changes, and when:
Reprocess a leave request
Do you want to make adjustments to a request that has already been approved or declined?
Open the request, click 'Edit', and confirm.
The status of the request will now change back to 'Pending'.
You can now make changes to the request and then re-approve or decline it.
You can also delete the request, but this cannot be undone and will permanently delete the changelog as well.
Add leave request in the past
If needed, you can also add a leave request with dates in the past. This can be useful when you need to register old leave hours.
Past leave requests can be found here:
Use 'Availability' in the main menu on top to go to 'Leave'.
In the top left corner, switch to 'History'.