Provisional Leave is a feature that is used for when staff members do not work regular hours but book Annual Leave off in advance, for periods with no rota rolled out.
The system will calculate an estimated leave duration based on working days/hours per week, which allows the time off to be approved, with the duration subject to change once the rota is rolled out.
Set Up
The setting for this feature can only be switched on by the RotaMaster support team.
Please note: this feature can only be used for Annual Leave units that are days.
1. Once the feature has been switched on, there will be a new tab within the Personnel Record. This is within the Post > Edit Contract. In this section, input the number of days the staff member usually works within a full week. This will then be used, along with their contracted hours, to estimate a duration when a leave request is submitted.
Submitting and Approving Leave
1. When a staff member submits a leave request from the Staff Hub and there is no rota rolled out for that period, RotaMaster will do the following calculation:
Duration/(Contracted Hours/Working Days)
e.g. someone who works 2 days a week and has 20 contracted hours submits leave for 22nd-26th August
The calculation would be 5/(20/2) = 0.5 days leave
Calculations are rounded up to the nearest .5
2. When a leave request is submitted and there is no rota rolled out, there will be an option to provisionally approve the request (a pale blue tick). Staff members will receive an email to let them know that their request has been approved and the duration is subject to change.
3. Provisional Leave can be viewed in the 'Provisional Leave' tab within 'Leave/Day Off Requests' and in the Leave Calendar, where they will display in orange. Staff will also be able to see this in a separate section on the Leave screen in the Staff Hub and in the Leave Calendar.
Rolling out the Rota
1. When rolling out the rota from Manage Calendar, a pop up will appear, which displays Provisional Leave for each person and any overlapping shifts from Shift Pattern Manager. At this point, you can choose whether to accept, decline or ignore the leave.
If you choose to ignore the leave, you can approve it later from the Provisional Leave screen.
Once Provisional Leave is confirmed, the staff member will receive an email to let them know.
Approving Provisional Leave Later
1. If you choose to ignore Provisional Leave at the calendar rollout stage, it can still be approved from the Provisional Leave tab within Leave/Day Off Requests. This screen will show you what the estimated duration was and what the actual amount is after calendar rollout.
Cancelled Provisional Leave
1. Cancelling provisional leave works in the same way as cancelling other leave. Once the staff member submits the cancellation from the staff hub, it will show in the 'Approved Leave Cancellation' section of 'Leave/Day Off Requests'. Once the cancellation is approved, the staff member will receive an email to confirm.
