What is Annual Leave?
CharleOS handles all types of time off:- Annual leave (holiday entitlement)
- Birthday leave (extra day off)
- Sick leave
- Unpaid leave
- Compassionate leave
- Other types
Who uses Annual Leave
Delivery Team
All team members can:- View leave balance
- Request leave
- See team leave calendar
- Check pending requests
- Edit pending requests
- Cancel approved leave
Managers
Managers can:- Review team leave requests
- Approve or reject requests
- See direct reports’ leave
- View team calendar
- Manage leave balances
- Override or adjust as needed
Managers only see leave requests for their direct reports, not the entire company.
Leave types
| Type | Description | Requires Balance |
|---|---|---|
| Annual Leave | Holiday entitlement | Yes |
| Birthday Leave | Extra day off for birthday | Yes (1 day/year) |
| Sick Leave | Illness or injury | No (unlimited) |
| Unpaid Leave | Time off without pay | No |
| Compassionate Leave | Bereavement or emergency | No |
| Other | Miscellaneous leave | No |
Annual leave and birthday leave count against your allowance. Other types don’t deduct from your balance.
Day types
Leave can be requested as: Full Day- Entire working day off
- Deducts 1 day from balance
- Morning off, work afternoon
- Deducts 0.5 days from balance
- Work morning, afternoon off
- Deducts 0.5 days from balance
Leave status
All leave requests progress through statuses: Pending- Just submitted
- Awaiting manager review
- Can be edited or cancelled
- Manager approved
- Confirmed time off
- Deducted from balance
- Shows in schedule
- Can still be cancelled
- Manager declined request
- Not deducted from balance
- Review notes explain why
- Request withdrawn
- Balance restored (if applicable)
- Could be cancelled by requester or manager
Leave balance
Annual leave allowance
Your annual leave allowance is set based on your employment terms and may increase with tenure. Check your profile or speak with your manager to confirm your current allowance.Birthday leave
Everyone gets:- 1 extra day for birthday
- Available once per year
- Refreshes on birthday
- Use any time after birthday
Balance calculation
Your remaining balance considers:- Annual allowance
- Approved leave (deducted)
- Pending leave (not deducted yet)
- Taken leave (already occurred)
- Allowance: 25 days
- Approved future leave: 5 days
- Remaining balance: 20 days
Pending leave doesn’t deduct from balance until approved. This lets you see your actual available days.
Leave calendar
Personal calendar
View your own leave:- All your requests
- Approved dates highlighted
- Pending dates shown differently
- Past leave visible
Team calendar
See team leave:- All team members’ approved leave
- Plan around team availability
- Coordinate time off
- Avoid conflicts
Only approved leave shows on team calendar. Pending requests remain private until approved.
Key features
Request workflow
Submit
Select dates and submit request
Review
Manager reviews and decides
Confirmed
Approval confirmed, leave scheduled
Balance tracking
Real-time
Always see current balance
Forecast
Preview balance after booking
Allowance
Track remaining entitlement
Schedule integration
Leave automatically:- Reduces daily capacity
- Blocks scheduling on those days
- Shows in timeline view
- Updates team availability
- Adjusts client schedules
Bank holidays
System handles bank holidays:- Not counted as leave days
- Excluded from calculations
- Calendar shows holidays
- No deduction from balance
Common scenarios
Scenario 1: Week-long holiday
1
Check balance
View current leave balance (20 days remaining)
2
Select dates
Choose Monday-Friday week off (5 days)
3
Preview
System shows: “After booking: 15 days remaining”
4
Submit
Request submitted to manager
5
Approved
Manager approves, balance now 15 days
Scenario 2: Birthday leave
1
Birthday occurs
System grants 1 birthday leave day
2
Request when convenient
Use anytime after birthday (same year)
3
Select birthday type
Choose “Birthday” leave type
4
Submit
Request approval
5
Enjoy day off
Take your birthday day
Scenario 3: Sick day
1
Call in sick
Notify manager as per company policy
2
Log in system
Manager creates sick leave entry
3
No balance impact
Sick leave doesn’t deduct from annual leave
4
Schedule updates
Capacity blocked automatically
Sick leave is typically managed by managers, not self-service, to ensure proper tracking and compliance.
Best practices
Request early
Submit requests well in advance
Check team calendar
Coordinate with team availability
Monitor balance
Track remaining leave throughout year
Use it
Don’t save all leave until year-end
Half days
Consider half days for flexibility
Plan around projects
Avoid leave during critical deadlines
Access control
What you can do
All users:- View own leave balance
- Request annual, unpaid, birthday leave
- See team leave calendar
- Edit pending requests
- Cancel approved leave (future dates)
- Review direct reports’ requests
- Approve or reject leave
- View team leave overview
- Create leave for sick/compassionate
- Adjust balances if needed
What you can’t do
Team members:- Can’t approve own leave
- Can’t see pending requests of others
- Can’t create sick/compassionate leave (manager does this)
- Can’t modify past leave
Troubleshooting
Can't submit leave request
Can't submit leave request
Check you have enough balance for annual leave. Ensure dates are in the future. Verify half days are single day only.
Balance seems wrong
Balance seems wrong
Balance shows approved leave only. Pending requests don’t deduct until approved. Check your requests table for pending items.
Can't find birthday leave option
Can't find birthday leave option
Birthday leave only available after your birthday has occurred this year. Check birthday is set correctly in your profile.
Manager hasn't responded
Manager hasn't responded
Requests may take 1-3 days for review. Send a reminder message if urgent. Check request is still pending (not accidentally cancelled).
Need to change approved leave
Need to change approved leave
Cancel the approved leave and submit a new request with correct dates. Do this as soon as possible.