> ## Documentation Index
> Fetch the complete documentation index at: https://docs.charle.agency/llms.txt
> Use this file to discover all available pages before exploring further.

# Requesting Leave

> How to submit and manage leave requests

Requesting leave in CharleOS is straightforward. Select your dates, choose the type, and submit for approval.

## Before you request

### Check your balance

Before requesting:

<Steps>
  <Step title="Navigate to Annual Leave">
    Click "Annual Leave" in main navigation
  </Step>

  <Step title="View balance card">
    Top of page shows your current balance
  </Step>

  <Step title="Check remaining days">
    See how many days you have available
  </Step>
</Steps>

### Check team calendar

Coordinate with your team:

* View team calendar tab
* See who else is off
* Avoid scheduling conflicts
* Plan around busy periods

<Tip>
  Request leave well in advance, especially for longer periods or during peak times.
</Tip>

## Creating a request

### Opening the dialog

<Steps>
  <Step title="Click Request Leave">
    Button in top right of Annual Leave page
  </Step>

  <Step title="Dialog opens">
    Full-screen leave request form
  </Step>

  <Step title="Calendar visible">
    Select dates on the calendar
  </Step>
</Steps>

### Selecting leave type

Choose the appropriate type:

**Annual Leave**

* Standard holiday entitlement
* Requires balance
* Most common type

**Birthday Leave**

* Extra day for birthday
* Only available after birthday
* Once per year

**Unpaid Leave**

* Time off without pay
* Doesn't require balance
* May need special approval

<Note>
  Sick leave and compassionate leave are typically created by managers, not self-service.
</Note>

### Choosing day type

Select full or half day:

**Full Day**

* Entire working day off
* Can select multiple days
* Deducts 1 day per day

**Half Day (AM)**

* Morning off, work afternoon
* Must be single day
* Deducts 0.5 days

**Half Day (PM)**

* Work morning, afternoon off
* Must be single day
* Deducts 0.5 days

<Warning>
  Half days must be a single day. If you select multiple days, you must use "Full Day" type.
</Warning>

## Selecting dates

### Using the calendar

<Steps>
  <Step title="Click start date">
    Select the first day of leave
  </Step>

  <Step title="Click end date">
    Select the last day (or same day for single day)
  </Step>

  <Step title="Range highlighted">
    Selected dates shown in calendar
  </Step>

  <Step title="Days calculated">
    System calculates working days (excludes weekends and bank holidays)
  </Step>
</Steps>

### Date selection rules

**Valid selections:**

* Single day (start = end)
* Date range (start to end)
* Future dates only
* Working days (weekends excluded automatically)

**Invalid selections:**

* End date before start date
* Past dates
* Multiple separate periods (must create separate requests)

### Bank holidays

System automatically:

* Excludes bank holidays from day count
* Highlights holidays in calendar
* Doesn't deduct for bank holidays
* Only counts working days

**Example:**

* Select Mon-Fri (5 days)
* Monday is bank holiday
* System calculates 4 days leave
* Bank holiday doesn't count

<Info>
  You don't need to work around bank holidays. The system handles this automatically.
</Info>

## Balance preview

### Real-time calculation

As you select dates:

* Current balance shown
* This request calculated
* After booking balance displayed
* Warns if insufficient balance

**Balance display:**

```
Current balance:     20 days
This request:        -5 days
----------------------------
After booking:       15 days
```

### Insufficient balance

If balance would go negative:

* Warning shown in red
* "Request" button disabled
* Must adjust dates or type
* Or wait for more allowance

<Note>
  You can't submit annual leave if it would exceed your balance. Consider using unpaid leave if needed.
</Note>

## Adding notes

### Optional notes field

Use notes to:

* Explain the reason
* Provide context
* Note special circumstances
* Share relevant information

**Good note examples:**

* "Family wedding in Scotland"
* "House move - need extra day"
* "Already coordinated with team"
* "Flexible on exact dates"

<Tip>
  Notes help managers make informed decisions, especially for longer leave or unusual timing.
</Tip>

## Submitting the request

### Final checks

Before submitting:

* ✓ Dates are correct
* ✓ Leave type is right
* ✓ Day type is appropriate
* ✓ Balance is sufficient
* ✓ Team availability checked
* ✓ Notes added if helpful

### Submit

<Steps>
  <Step title="Review all details">
    Double-check dates, type, balance
  </Step>

  <Step title="Click Request">
    Submit button in dialog
  </Step>

  <Step title="Confirmation">
    Success message appears
  </Step>

  <Step title="Status pending">
    Request now awaiting manager review
  </Step>
</Steps>

### After submission

What happens next:

* Request appears in your table
* Status shows "Pending"
* Manager receives notification
* You receive email confirmation
* Balance not yet deducted (waits for approval)

<Info>
  Manager typically reviews within 1-3 working days. You'll receive email when approved or rejected.
</Info>

## Editing requests

### Editing pending requests

Can edit before approval:

<Steps>
  <Step title="Find request">
    Look in your requests table
  </Step>

  <Step title="Click to view">
    Open request details
  </Step>

  <Step title="Click Edit">
    Opens edit dialog
  </Step>

  <Step title="Make changes">
    Adjust dates, type, or notes
  </Step>

  <Step title="Update">
    Save changes
  </Step>
</Steps>

**Changes allowed:**

* Start and end dates
* Leave type
* Day type
* Notes

### Cannot edit approved

Once approved:

* Can't edit directly
* Must cancel and re-request
* Or contact manager to adjust

## Cancelling requests

### Cancelling pending

Before approval:

<Steps>
  <Step title="Open request">
    View request details
  </Step>

  <Step title="Click Cancel">
    Cancel button available
  </Step>

  <Step title="Confirm">
    Confirm cancellation
  </Step>

  <Step title="Removed">
    Request cancelled, removed from list
  </Step>
</Steps>

### Cancelling approved

After approval:

<Steps>
  <Step title="Open request">
    View approved request
  </Step>

  <Step title="Click Cancel">
    Cancel option still available
  </Step>

  <Step title="Confirm">
    Explain why cancelling
  </Step>

  <Step title="Balance restored">
    Days returned to your balance (if future leave)
  </Step>

  <Step title="Manager notified">
    Manager receives cancellation notification
  </Step>
</Steps>

<Warning>
  Cancelling approved leave close to the dates may impact team planning. Cancel as early as possible.
</Warning>

## Special cases

### Long leave periods

For extended leave (2+ weeks):

1. **Request early** - 4-6 weeks advance notice
2. **Check projects** - Coordinate with PM on client work
3. **Brief team** - Ensure coverage plan
4. **Add handover notes** - In the notes field

### Holiday season

During busy periods (Christmas, summer):

1. **Book very early** - Popular dates fill fast
2. **Be flexible** - Consider alternative dates
3. **Team coordination** - Check who else is off
4. **Expect delays** - Approval may take longer during high volume

### Overlapping requests

If multiple people request same dates:

* First come, first served often applies
* Manager balances team coverage needs
* May approve some, reject others
* Communication is key

<Tip>
  Talk to your team before requesting popular dates. Coordination prevents conflicts.
</Tip>

## Common mistakes

### Mistake 1: Wrong day type for multi-day

**Problem:** Selecting half day for a week
**Impact:** System prevents submission
**Solution:** Use "Full Day" for any multi-day period

### Mistake 2: Not checking balance

**Problem:** Requesting more than available
**Impact:** Request rejected or needs adjustment
**Solution:** Check balance before submitting

### Mistake 3: Including weekends

**Problem:** Thinking Mon-Sun is 7 days
**Reality:** System counts Mon-Fri = 5 days
**Note:** Weekends excluded automatically

### Mistake 4: Forgetting bank holidays

**Problem:** Manually avoiding bank holidays
**Reality:** System handles this automatically
**Note:** Just select the full week including bank holidays

## Troubleshooting

<AccordionGroup>
  <Accordion title="Can't select dates in calendar">
    Ensure you've selected leave type and day type first. If selecting half day, ensure you're only clicking one day.
  </Accordion>

  <Accordion title="Request button is disabled">
    Check balance preview. If balance would be negative, adjust dates. Ensure start and end dates are both selected.
  </Accordion>

  <Accordion title="Birthday leave not available">
    Birthday leave only appears after your birthday occurs. Check your profile has correct birthday set.
  </Accordion>

  <Accordion title="System calculating wrong number of days">
    System excludes weekends and bank holidays automatically. Manual count including weekends will differ. Trust the system calculation.
  </Accordion>

  <Accordion title="Can't edit approved request">
    Approved requests must be cancelled and re-requested. Or contact your manager to adjust on your behalf.
  </Accordion>
</AccordionGroup>

## Best practices

<CardGroup cols={2}>
  <Card title="Request early" icon="calendar-clock">
    Submit 2-4 weeks in advance minimum
  </Card>

  <Card title="Check balance first" icon="wallet">
    Ensure sufficient days before selecting dates
  </Card>

  <Card title="Coordinate with team" icon="users">
    Verify team coverage before requesting
  </Card>

  <Card title="Add helpful notes" icon="sticky-note">
    Explain context or special circumstances
  </Card>

  <Card title="Be flexible" icon="shuffle">
    Have alternative dates in mind
  </Card>

  <Card title="Monitor status" icon="eye">
    Check for approval, follow up if needed
  </Card>
</CardGroup>

## Next steps

<CardGroup cols={2}>
  <Card title="Leave Calendar" icon="calendar" href="/user-guide/annual-leave/leave-calendar">
    View your leave calendar
  </Card>

  <Card title="Annual Leave Overview" icon="umbrella-beach" href="/user-guide/annual-leave">
    Back to Annual Leave overview
  </Card>

  <Card title="Schedule" icon="calendar-days" href="/user-guide/schedule">
    See how leave affects schedule
  </Card>

  <Card title="Getting Started" icon="rocket" href="/user-guide/getting-started">
    General CharleOS usage
  </Card>
</CardGroup>