Who this guide is for
All system users. No special role permission is required – this guide applies to anyone with system access. If you cannot see the option described below, contact your system administrator.
Overview
This guide explains how to submit a single, non-recurring absence request using the Book time off button.
How Book Time Off Works
The Book time off button opens a slide-in booking form where you can select an absence type, set your dates, and submit a request. The system automatically checks your request in real time against any rules set by your administrator (such as entitlement limits, minimum staffing levels, or notice periods) before you submit.
How to Book an Absence
- Click the Book time off: x Days Remaining button, found at the top right of either the My Dashboard or Planned Absences screen. The absence booker will slide in from the right.
- The default Holiday absence type is pre-selected. Click the Absence Type box to choose a different type if needed.
- Fixed Date is pre-selected – this is the correct option for a non-recurring request. (For recurring absences, see the related guide below.)
- Enter the From date and To date. For hourly absence types, also enter the From time and To time.
- The system runs a real-time check and will display any restriction messages at the foot of the form. If a restriction appears, either select alternative dates or click Cancel and seek support from your authoriser or administrator.
- Select whether the From date and To date are full or part day.
- Add any relevant information in the Details box.
- Click Submit to confirm your request.
To abandon a request before submitting, click Cancel, then click Discard to confirm.
Additional Information
- Non-working days and public holidays falling within your selected date range are automatically discounted from the booking by default.
- Search by Name: Managers booking on behalf of their team can search for a user directly within the booking form. The calendar will show that user's existing upcoming absences. Click Book Another after submitting to quickly log a further request for a different reportee.
- Instant Validation: The system will flag a request automatically if any of the following apply:
- The booking would take the user's entitlement below 0 (where overbooking isn't permitted).
- The booking would breach a group's minimum staffing level.
- The absence type's minimum or maximum length isn't met.
- The absence type's minimum or maximum notice period isn't met.
- Required written details or a dropdown reason are missing.
- A mandatory file attachment is missing.
- Warning: If a restriction message appears at the foot of the form, the request cannot be submitted until it's resolved – either amend the dates or seek authoriser/administrator support.
- Tip: Use the search function within the platform to quickly find features or settings.