Approve or reject leaves

The leaves your team requests are resolved on the web. Each request is reviewed and approved on its own; in bulk you can reject, cancel or delete. How musicians request them is explained in the guide Request a leave.

Resolve a request

Go to People › Administration › Leaves.
On a row with the Requested status, click Approve or Reject. You can also open the leave and use the Pending approval block: you confirm and it applies immediately, without saving.
To change a leave that’s already resolved, open it, choose another value in Status and click Save.

How much each leave takes up

The list has an Amount column with how much each leave takes up in its type’s unit: “2 days” or “2.5 h”, depending on whether it is counted in days or in hours. You can sort by it, and at the foot of the table you get the Filter total, with days and hours separately, for everything matching the filters you have set. A collective leave does not add up: each person’s leave already does.

Several requests at once

Tick the rows and click Actions › Change status to... to reject or cancel them, or Delete selected. Approving isn’t available in bulk: each request is approved on its own.

Record a leave for a person

Click New leave.
In Person or group affected, choose Person and find their contract. Only contracts that have that leave type assigned appear.
Add the type, dates and reason, and click Save. The leave is accepted. The type’s notice and waiting period don’t apply, but the available days do.

Record a collective leave

Click New leave and, in Person or group affected, choose Team.
Choose the roles and, if it’s for musicians, the ensembles. Click Generate leaves and then Save.
If your institution has set it up, it asks Send notification?

Changes to the dates, type, reason or status of the collective leave apply to everyone. Update team generates it again with the current contracts.

When you open a collective leave, each person’s leave is handled just like in the list: Approve or Reject on its row, the pencil to edit it and the ⋮ menu to copy the link, download it or remove it from the group. Editing and removing depend on your access role. If a person has a warning, you’ll see an amber information icon after their name: hover over it to read it.

Extend a leave or confirm its end date

Leaves of a type that allows extensions are created with a provisional end date. In the list they have a “?” mark next to the end date.

Open the leave. In End date, the date shows as Provisional.
To extend it, click Extend, choose the New end date, write a note if you like and click Confirm extension.
When the end date is known, click Mark as confirmed and confirm. The date changes to Confirmed and it can no longer be extended.

Both actions are applied straight away, without clicking Save. If you marked it as final by mistake, click Set back to provisional. If the type lets the person extend it, they can also extend it once it’s approved and mark it as final from their leaves, on the web or in the app; only your institution can set it back to provisional.

Extending doesn’t change the status or ask for approval again. Each extension is recorded in the Extension history, and the person gets a notice when it’s extended and when the end date changes to final or provisional if your institution has those notifications turned on. If the type has a limit, you’ll see how many extensions are left.

Delete or export leaves

Delete: in the ⋮ menu on the row, choose Delete. You can also open it and click More actions (⋮) › Delete in the action bar, at the top right. If it’s a collective leave, each person’s leaves are deleted too. For several, select them and use Actions › Delete selected. It can’t be undone.
Export to Excel: click Download and choose Excel. The selected leaves are exported or, if you don’t select any, those on the page.
Documents: select approved leaves and choose Documents (ZIP), which downloads one Word file per leave. For a single approved or rejected leave, open it and click the Download document icon in the action bar to choose Word or PDF, or use Download document in the ⋮ menu on its row. While it’s pending, the icon is disabled and says Available once the leave is resolved In the same bar, the Copy link icon copies the leave’s address.

If it doesn’t work

You can’t find a request. Turn on showing past and cancelled leaves in the list filters, and check the collective and individual filter.
The person didn’t get the answer. The status change notification for individual leaves comes turned on and the one for collective leaves comes turned off: check in your institution’s notification settings that it’s still that way. If you chose not to notify, it wasn’t sent.
New leave doesn’t appear. You have several institutions selected: choose a specific contract in the selector at the top.
You can’t find the person when recording their leave. Their contract doesn’t have that leave type assigned.
When generating a collective leave, it says there are no contracts to apply it to. The roles or ensembles you chose have no contracts with that leave type.
A musician says they can’t request a leave. The type must be assigned to their contract, active and marked as requestable, and the request must meet the type’s notice, waiting period and available days.
You don’t see Mark as confirmed or Set back to provisional. Your access role doesn’t include “Confirm end date”: talk to the person who administers your institution.
You don’t see Leaves in the menu. Your access role doesn’t include the institution’s leaves: talk to the person who administers it.

If Approve or Reject give an error, or the status doesn’t change after reloading the page, write to us at help@weikos.io with the link to the leave.