Staff using the TeachKloud: Childcare App can request leave or mark themselves as absent providing a reason such as national holidays, bereavement, maternity and more. The leave request is sent as an email to the registered admin account and can be approved/declined or auto-approved (if this option is selected by management). Once approved, an email and app notification is sent to notify the staff member.
Watch the Annual Leave Requests Video Tutorial
FAQ's
How can staff request leave?
Using the TeachKloud: Childcare App > Educator Timesheet, select the 'Annual Leave' button, which replaces the 'absent' button
Staff can then send a request by inputting the relevant information (e.g. date of leave, paid or unpaid etc).
Admin is sent an email, notifying them of this request and instructions on how to approve or decline the request.
Can I auto-approve leave requests?
Yes! Admin can decide if they want leave requests to be auto-approved or not, by clicking here and turning on the auto-approve button. If the auto-approve button is not turned on, admin will have to approve leave requests.
How do I view leave requests
Admin is notified via email when a leave/absence is requested.
Using the interface, admin can view leave requests by clicking here
Select the relevant staff member
Select view leave requests.
Using the TeachKloud Childcare App, individual staff members can view their own submitted annual leave requests by:
Selecting Educator Timesheet
Select the annual leave button (top right hand corner)
Can admin add leave without staff having to request it? For example, to reflect that the service will be closed during Christmas holidays
Yes, click here or navigate to Roster > Roster Management
Select 'add annual leave' (top right hand corner on most laptop/desktop devices)
How can I edit or delete leave, that has been added to the roster management calendar
Select the relevant staff member (middle of screen to the left)
Using the calendar, click on the relevant staff, month and specific leave you want to edit (it will be in grey)
A pop up will show where you can edit
Tip: If a staff leave was approved but now needs to be deleted, select that specific leave entry and select delete.
How can I download reports to see what hours were worked/leave taken?
Navigate to Roster > Insights
There are two reports, room report (which includes a summarised report on all staff) and individual reports (which are usually longer but include more detail on staff check in/leave). You may choose to download both, to see which layout suits your needs. To download a report, select download room report or download report in the top right hand corner.
If Staff 1 requests annual leave on behalf of Staff 2, what happens?
Management are notified by email that Staff 1 has requested annual leave on behalf of Staff 2.
When the leave is approved/declined, Staff 1 will receive the notification email. The email asks Staff 1 to notify Staff 2 of the decision.
Summary: Only the person who applies for leave on behalf of themselves or another person, is notified by email (see sample email).
How do I restrict staff to only being able to use the app during working hours?
Read this help article, to learn more.
I want all leave requests to be auto-approved, how do I do this?
If the auto-approve button is selected, all leave requests will be auto approved and added to the roster management / insight calendars immediately. To enable auto-approval of all leave requests, click here and toggle the auto approve button to on (or green).
Please note: if a staff leave is approved but admin then adds leave for the same date(s), the staff leave will be overridden by the admin input. At present, staff can request leave for the whole day, it does not consider partial leave requests (for example half a day). If a staff requests leave and it is approved, it will put the staff on leave for the whole day and the staff will not be able to check in on that day(s).