My leave: balances, requests and cancellations

My leave is where you see your leave balances, request leave and follow your own requests. Open it from the main navigation: My leave. Every signed-in person with an employee record sees this page, including HR managers and administrators, whatever their role. You only see your own balances and requests.

If your account is not set up as an employee yet, My leave says that your employee record is not set up and asks you to contact HR. There are no balances and no Request leave button. Ask HR to set up your employee profile.

Balances

The Balances tab opens first. It has three cards:

• Annual leave: the days you have left from your yearly allowance. The card also shows the allowance and the days you have taken or requested.
• Sick leave: the days you have left from your sick leave allowance, with the allowance and the days you have taken.
• Short leave: the hours you have left this month, with this month's allowance and the hours you have used.

Each card has a progress bar. If HR has not set an allowance for you for a leave type, the card shows Not set instead of a number, and it has no bar.

How annual leave adds up

Under the cards, Annual leave with the year shows how your days add up:

• Yearly allowance: the days HR set for the year. The Set by HR label shows that HR set it.
• Carried over: the days you brought in from the year before.
• Taken: the days of approved annual leave you have used.
• Pending approval: the days in annual leave requests that are still waiting for a decision.
• Remaining: what is left after the lines above. This is the number on the annual leave card.

A balance counts for the year of the first date of the request. If a request runs into the next year, the days still count against the year it starts in.

Latest requests

Latest requests lists your three newest requests, with the type, the dates, the duration and the status. Choose See all to open the Requests tab.

Request leave

1. Open My leave and choose Request leave.
2. Choose the Leave type. The list only has the types you are allowed to request.
3. Choose the Duration. For most types it is Full days.
4. Choose the From and To dates. The Working days box fills in on its own.
5. Check the side card. It shows your balance, how much this request uses and what is left after approval.
6. Add a Comment for your manager if you want to. It is optional.
7. Choose Send request.

Working days is counted for you. It leaves out your weekends and the holidays in your country's calendar. You cannot type a number into this box.

Short leave works differently. Choose Hours as the duration, then choose one date and a From and To time. The side card shows the short leave hours you have left this month.

What the side card shows

• Your balance: the days you have available for the leave type, with a progress bar.
• This request: the days this request uses, shown as a minus.
• After approval: what your balance will be if your approver approves the request.
• Who approves: your line manager's name and title, marked your manager. If you do not have an active line manager, it shows the HR team.

For a leave type with no allowance set for you, the side card shows only the working days.

Comment for your manager

The comment is optional. You can write up to 250 characters. A counter under the box shows how many you have used. Your comment is saved as the reason for the request, and your approver sees it when they open the request.

After you send

The request is saved as Pending. Your approver gets a notification in their Inbox. You go back to the Requests tab with a success message. The days show in your balance as pending approval straight away.

Requests go to your line manager. If you have no active line manager, they go to the HR team. Your approver is shown in the side card before you send.

When your approver responds, you get a notification in your Inbox.

Press Send request once. If you press it twice, only one request is saved.

When a request is refused

AgencyOS checks the request before it saves it. If something is wrong, it shows the reason next to the field that needs fixing, and nothing is saved. A request is refused when:

• The dates overlap a request you already have.
• The range has no working days.
• The days are more than your remaining balance.
• You are not allowed to request that leave type.

Requests

The Requests tab lists all your leave and short leave requests, newest first. A badge on the tab shows how many of them are pending.

Use the filter chips to choose what you see: All, Pending, Approved and Declined. Each chip shows a count. Approved includes requests that are already Taken.

Each row shows:

• Leave: the leave type and a second line. For a pending request it is your comment. For an approved request it is Approved by and the approver's name. For a declined request it is Declined with the reason in red. For short leave it is the time range.
• Dates, Duration (days or hours) and Sent (the date you sent it).
• Status: Pending, Approved, Taken, Declined or Cancelled. Taken means the leave was approved and has already ended.
• Action: Cancel request for a pending request. Other rows show a dash.

Cancel a pending request

You can cancel a request while it is still Pending.

1. On the Requests tab, choose Cancel request on the row.
2. Read the dialog. It asks Cancel this leave request? and shows the request with its status. It also says that your approver will be notified, and that the days stay in your balance until you cancel.
3. Add a Reason (optional) if you want to. You can write up to 250 characters.
4. Choose Cancel request to confirm. To keep the request, choose Keep request instead.

After you confirm, the row shows Cancelled. The request leaves your approver's Approvals list, and your approver gets a notification. The days no longer count as pending in your balance.

If your approver decided the request before you cancelled it, the page shows This request was already decided. Nothing is cancelled, and the list refreshes so you see the decision.

To change a request you have already sent, cancel it while it is pending, then send a new one. You cannot edit a sent request.

The footer of the Requests tab says it again: you can cancel a request while it is still pending. Approved leave can only be changed by Admin/HR. If you need to change approved leave, ask HR.