Request a leave
Leaves are requested inside Weikos: you choose the leave type and the dates, and your institution reviews it if that type needs approval.
Step by step
Section titled “Step by step”- In the menu, go to My Weikos › My leaves and click New leave.
- If you have several contracts, first choose the Contract.
- Choose the Leave type. Under Balance you’ll see the days used, the days left and your requests. Some types are counted in hours instead of days: for those, the balance and the amount are shown in hours and you are always asked for the start and end times.
- Choose the start and end dates, and the times if the type asks for them. The calendar only lets you pick dates that meet the type’s conditions.
- Write the reason and, if the type asks for it, attach supporting documents under Documents.
- Click Save, in the action bar at the top right. If the type needs approval you’ll see Leave request sent; if it doesn’t, Leave registered, and it is approved without waiting for anyone.
If the type can be extended and you don’t know yet when the leave ends, leave End date confirmed turned off: the end date stays provisional.
It appears in “My leaves”, with the status it has been given. To write to your institution about it, open it and use Comments.
- Open the menu at the top left and tap Absences. Tap the + icon at the top: New absence opens.
- If you have several contracts, first choose the contract. You’ll see First select the contract for which you want to request the absence.
- Choose the type and the dates, and the times if the type asks for them. In Balance you’ll see the days used, the days you have left and your approved requests. Add the reason and a comment if needed.
- To attach supporting documents, take a photo, choose one from your gallery or tap Upload document.
- If the summary shows Requires approval, your institution has to approve it.
- Tap the send button at the top. You’ll see Leave request sent.
If the type can be extended and you don’t know yet when the leave ends, leave End date confirmed turned off: the end date stays provisional.
In “Absences” you can open each request, see its status and write to your institution in Write a comment…. While a request is pending, you can withdraw it: open it, tap Cancel request and confirm. You’ll see Request cancelled.
If your institution allows it, you can also change it while it’s pending: open it, tap Edit request, correct what you need and save. You’ll see Request updated. If it can’t be saved, the reason appears next to the button.
- Open the menu at the top left and tap Absences. Tap the + icon at the top: New absence opens.
- If you have several contracts, first choose the contract.
- Choose the type and the dates, and the times if the type asks for them. In Balance you’ll see the days used, the days you have left and your approved requests. Add the reason and a comment if needed.
- To attach supporting documents, take a photo, choose one from your gallery or tap Upload document.
- Tap the send button at the top. You’ll see Leave request sent.
If the type can be extended and you don’t know yet when the leave ends, leave End date confirmed turned off: the end date stays provisional.
In “Absences” you can open each request, see its status and write to your institution in Write a comment… with Send. While a request is pending, you can withdraw it: open it, tap Cancel request and confirm. You’ll see Request cancelled.
If your institution allows it, you can also change it while it’s pending: open it, tap Edit request, correct what you need and save. You’ll see Request updated. If it can’t be saved, the reason appears next to the button.
Extend a leave or confirm its end date
Section titled “Extend a leave or confirm its end date”Some leaves, such as sick leave, are created with a provisional end date and extended when needed. If your institution lets you extend them yourself:
- In My leaves, open the leave. It has to be approved and its end date shows as Provisional.
- Click Extend.
- In Extend leave, choose the New end date and, if you like, write a note for your institution.
- Click Confirm extension.
You’ll see Leave extended successfully. The leave keeps its status, your institution gets a notice and the extension is recorded in the Extension history.
When you know when it ends, click Mark as confirmed and confirm. You’ll see End date marked as confirmed and the date changes to Confirmed: it can no longer be extended. If you made a mistake, ask your institution to set it back to provisional.
- In Absences, open the leave. It has to be approved and its end date shows as Provisional.
- Tap Extend.
- In Extend leave, choose the New end date and, if you like, write a note for your institution in Note (optional).
- Tap Confirm extension.
You’ll see Leave extended successfully. The leave keeps its status and the extension is recorded in the Extension history. If the type has a limit, below “Extend” you can see how many extensions you’ve used.
When you know when it ends, tap Mark as confirmed and confirm. You’ll see End date marked as confirmed and the details close: the leave can no longer be extended. If you made a mistake, ask your institution to set it back to provisional.
- In Absences, open the leave. It has to be approved and its end date shows as Provisional.
- Tap Extend.
- In Extend leave, choose the New end date and, if you like, write a note for your institution in Note (optional).
- Tap Confirm extension.
You’ll see Leave extended successfully. The leave keeps its status and the extension is recorded in the Extension history. If the type has a limit, below “Extend” you can see how many extensions you’ve used.
When you know when it ends, tap Mark as confirmed and confirm. You’ll see End date marked as confirmed and the details close: the leave can no longer be extended. If you made a mistake, ask your institution to set it back to provisional.
To save your leaves to Excel, on the web click Download in My leaves: the ones you see on the page are downloaded.
If it doesn’t work
Section titled “If it doesn’t work”- It warns you about the minimum notice. Each type can require you to request it a number of days in advance. If you see This leave type does not allow requests with less than … days notice, it can’t be sent: if it’s urgent, talk to your institution. If you see Not meeting the minimum days in advance for this leave. Minimum days in advance: …, it’s only a warning: you can save it and your institution will decide.
- It says you have no days left. You’ll see You have reached the maximum number of days for this leave type, Not enough remaining days for the selected date range or End date exceeds available days. Check the Balance in the form. If you think it’s wrong, talk to your institution.
- You see You must wait before submitting another request of this leave type. That type requires some days to pass since your last approved leave of the same type. Ask your institution from which date you can request it.
- You see The chosen period has no working days. That type counts your contract’s working days and the dates you chose all fall on days you don’t work or on holidays, so the leave would be 0 days long and cannot be sent. Choose a period that includes at least one working day. If you think those aren’t your contract’s days, talk to your institution.
- The type you need doesn’t appear. Only the types your institution has assigned to your contract appear.
- You see No active contracts available to create a leave. You can’t request leaves with a contract that has ended. If your contract is current, talk to your institution.
- You made a mistake or no longer need it. While it’s pending, click Edit on its row, or open it and click Cancel request. If it’s already approved or you don’t see those options, ask your institution.
- You can’t find a request. Cancelled requests disappear from the list. To see leaves that have already ended, turn on Show past: it stays on for your next visits.
- You don’t see Extend. The leave isn’t approved yet, your institution doesn’t let you extend that type or its end date is already final. If the button is disabled and Extension limit reached appears, it can’t be extended any further. Ask your institution to extend it.
- It warns you about the minimum notice. Each type can require you to request it a number of days in advance. If you see Does not meet the minimum advance notice of … days for this request, it can’t be sent: if it’s urgent, talk to your institution. If you see Minimum advance notice: … days. You can continue, but it may not be approved., you can send it and your institution will decide.
- It won’t let you send it because of the days available. Check the Balance in the form: it shows the days you have left. Your institution sets the days for each type: if you think it’s wrong, talk to them.
- It says the chosen period has no working days. That type counts your contract’s working days and the dates you chose all fall on days you don’t work or on holidays, so the leave would be 0 days long and cannot be sent. Choose a period that includes at least one working day. If you think those aren’t your contract’s days, talk to your institution.
- The type you need doesn’t appear. Only the types your institution has assigned to your contract appear.
- Your contract doesn’t appear. You can’t request leaves with a contract that has ended. If your contract is current, talk to your institution.
- You can’t find a request. Cancelled requests disappear from the list. To see leaves that have already ended, turn on Show past.
- You made a mistake or no longer need it. While it’s pending, open it and tap Edit request to change it or Cancel request to withdraw it. If it’s already approved or you don’t see those options, ask your institution.
- You don’t see Extend. The leave isn’t approved yet, your institution doesn’t let you extend that type or its end date is already final. If Extension limit reached appears, it can’t be extended any further. Ask your institution to extend it.
- It warns you about the minimum notice. Each type can require you to request it a number of days in advance. If it says the type requires a minimum notice, it can’t be sent: if it’s urgent, talk to your institution. If it only recommends requesting it in advance, you can send it and your institution will decide.
- It won’t let you send it because of the days available. Check the Balance in the form: it shows the days you have left. Your institution sets the days for each type: if you think it’s wrong, talk to them.
- It says the chosen period has no working days. That type counts your contract’s working days and the dates you chose all fall on days you don’t work or on holidays, so the leave would be 0 days long and cannot be sent. Choose a period that includes at least one working day. If you think those aren’t your contract’s days, talk to your institution.
- The type you need doesn’t appear. Only the types your institution has assigned to your contract appear.
- Your contract doesn’t appear. You can’t request leaves with a contract that has ended. If your contract is current, talk to your institution.
- You can’t find a request. Cancelled requests disappear from the list. To see leaves that have already ended, turn on Show past.
- You made a mistake or no longer need it. While it’s pending, open it and tap Edit request to change it or Cancel request to withdraw it. If it’s already approved or you don’t see those options, ask your institution.
- You don’t see Extend. The leave isn’t approved yet, your institution doesn’t let you extend that type or its end date is already final. If Extension limit reached appears, it can’t be extended any further. Ask your institution to extend it.
If the request meets the notice, you have days left and sending keeps failing, write to us at help@weikos.io with a screenshot of the message, the platform and, in the apps, the app version.