Leave
Declaring your leave, extending or cancelling it, and setting up approval per service.
The Leave module (Staff group) tells who is away, who will be, and keeps the service’s history. Each officer declares their own; leadership sees the overview and, if the service requires it, approves.
The module works in the current service (its chip shows next to the title): switch service with the service switcher to see another service’s leave.
absencesDeclaring leave
Section titled “Declaring leave”- Click Declare leave.
- Pick the First day and Last day (included). Days follow the organization’s calendar and time zone; the number of days shows under the dates. Leave lasts one year at most.
- Give a Reason (“Holidays, personal reasons, training…”, a thousand characters at most).
- Choose Who sees the reason: Whole service or Leadership only. Dates always stay visible to the service; only the reason can be restricted.
- Click Declare.
absences-declareIf the service requires approval, the form tells you who will approve (“Your leave will be approved by: …”) and the leave stays Pending until the decision.
Two leaves of the same member can’t overlap: new leave (or new dates) that runs into pending or approved leave is refused. Extend the existing leave instead.
You can also declare leave from Discord with the
/absence command: same rules, same approval.
Extending or cancelling
Section titled “Extending or cancelling”In My leave, click Edit next to a leave to extend it, shorten it, fix its reason or change who sees it. Changing the dates of approved leave sends it back for approval (“Changing the dates sends it back for approval”). Cancel leave, at the bottom of the panel, works by holding the button down; you can undo right after. Cancelled leave stays in the history as Cancelled. Rejected or cancelled leave can no longer be edited.
With Leave › Manage others’ leave, the same Edit button shows on the leave of members ranked below you (in Current and upcoming and History): the panel is then titled “Leave of …”.
The views
Section titled “The views”| Tab | Content | Who sees it |
|---|---|---|
| Current and upcoming | Away today and Upcoming (rejected leave is left out) | anyone who opens the module; without See the service’s leave, only your own leave |
| My leave | your leave, to edit or cancel | Leave › Declare one’s leave |
| To approve | leave waiting for your decision: Approve or Reject; the tab shows the count, “To approve (3)” | the designated ranks and administrators |
| History | all of the service’s leave, newest first | Leave › See the service’s leave or Manage others’ leave |
| Settings | leave approval | Leave › Set up review |
Each list shows 20 leaves at a time, with their count; Show more loads the next ones. Each leave shows its dates, its length, its reason (or “Reason restricted to leadership”), its status when not approved and, when relevant, “Declared by …” and “Decision by …”. Its Export button turns it into a PDF or an image (see PDF and image export).
Clicking a leave notification opens that leave directly, in the right tab.
A member away today carries the Away badge in the roster and on their profile (“Away until …”). Their profile also has a Leave block with their latest leave in the service.
Who sees the reason
Section titled “Who sees the reason”A reason restricted to Leadership only stays visible to the officer themselves, to ranks with Leave › Manage others’ leave, to the approving ranks and to administrators. Everyone else sees the dates and “Reason restricted to leadership”.
Approval
Section titled “Approval”By default, declared leave counts right away. In Settings (the Leave approval card), turn on Require approval and tick the Ranks that approve. As long as no rank is ticked, no approval is required (“Pick at least one rank”). Turning the switch off clears the ticked ranks.
absences-settings- A member never approves their own leave: the leave of an approving supervisor waits for another approver (only an administrator sees their own approved right away).
- Leave declared or edited by an approver for another member is approved right away.
- The designated ranks get a notification for each new leave (and each date change that sends it back for approval); the officer gets one when it’s decided.
Approving or rejecting needs no permission: you only have to belong to one of the Ranks that approve, or be an administrator.
Permissions
Section titled “Permissions”| Permission | What it allows | Default |
|---|---|---|
| Leave › See the service’s leave | the leave board of every member and the history | every rank |
| Leave › Declare one’s leave | declare, extend or cancel your own leave; the My leave tab | every rank |
| Leave › Manage others’ leave | edit or cancel leave of a lower-ranked member; see restricted reasons | supervisors and up |
| Leave › Set up review | the Settings tab: turn on approval and pick the ranks that approve | command |
Without Declare one’s leave or Manage others’ leave, the Declare leave button stays visible but locked, with a padlock and the help “Restricted: …”. See Permissions for details.
Every declaration, edit, cancellation, restoration and decision, as well as settings changes, goes to the audit log.