Create Staff Leave in Bulk

Create Staff Leave in Bulk

A new feature has been added to support bulk creation and approval of staff leave. This feature is designed to streamline leave management, especially for public holidays or other scenarios requiring leave entries for multiple staff members at once. This topic describes how to access and use the bulk staff leave creation and approval feature.

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I. Access Bulk Staff Leave Creation

Navigate to Actions > Staff Leave in the portal.

NotesNotes:
  1. The bulk leave creation feature is only available from the Action Board.
  2. Leave can only be created for Active staff.

II. Create Staff Leave in Bulk

A. Open the Bulk Leave Modal
Click the Add Staff Leave (plus icon) in the upper right.

Tick the Create Multiple checkbox at the top left to enable bulk creation.

B. Set Criteria for Bulk Leave

You can select multiple staff or set criteria such as job title, work type, or staff manager. The system will generate leave records for all staff matching the selected criteria.

NotesNote: When Create Multiple is checked, sections for Allocated Bookings on Time of Leave and Leave Balances are hidden (these are only available for single leave entries).

C. Complete Leave Details

In the Staff Name field, select multiple staff from the dropdown or use the search bar to find names. You can also select all staff.

Enter a Schedule Name.

Choose a Leave Type (holiday leave, annual leave).

Set the date range for the leave. This applies to all selected staff.

III. Use Preferred Worker Schedules (Optional)

 Tick Use Preferred Worker Schedules to base leave hours on preferred worker arrangements.

Notes:
  1. Leave hours are calculated from care plans, shifts, or Member Planned Attendance Schedules (MPAS).
  2. The Select Days section is hidden if Use Preferred Worker Schedules is ticked.
  3. The system supports leave for sleepover shifts and overlapping work/leave hours. Sleepover time is excluded from leave and split accordingly.

In the Preferred Worker Options field, select one of the following:

  1. All (Preferred + Published): Includes all relevant schedules, both preferred and published.
  2. Preferred Only: Uses only preferred worker arrangements.

Notes
Note: If Delivers on public holiday is not ticked in a care plan, a leave schedule is still created.

IV. Leave Span Options

Leave Span Options determine which shifts are counted for leave pay

A. If you select Overlap with the Leave Span, any booking or shift that overlaps with the leave span is included, even if it starts before or ends after the leave span.
  1. Example: If the leave span is February 26, a shift that starts at 8pm on February 25 and ends at 8am on February 26 is included.
  2. The system pays for leave times based on all bookings and shifts that overlap with the leave span. In the example above, the overnight shift is included for leave payment on February 26.
  3. Use this option if you want to include all shifts that touch the leave day.
B. If you select Within the Leave Span, only bookings or shifts that start within the leave span are included.
  1. Example: If the leave span is February 26, only shifts that begin on February 26 are included.
  2. A shift starting at 8pm on February 25 is not included, even if it ends on February 26.
  3. New Option: This selection restricts leave payments to shifts that start within the leave span and excludes shifts that start outside the leave period.
  4. Use this option if you want to include only shifts that start on the leave day.

V. Do Not Unallocate Option

If you want to keep staff assigned to published bookings or shifts when leave is created, tick the Do not Unallocate checkbox.

VI. Submit Leave Request

Complete the required fields and click Save. Leave entries will be created for all selected staff.

NotesNote: When you bulk create staff leave, the system generates a CSV file with the results. The file shows which leave entries succeeded and which failed. This export is only available with bulk leave creation.

Each staff member’s leave request will appear on the Staff Leave dashboard.

VII. Staff Leave Approval Process

A. Individual Leave Actions

In the Staff Leave dashboard, locate the staff leave entry you want to manage.

In the Actions column, click the three vertical dots (⋮) next to the entry.

Choose one of the following options:

  • Approve: Approves the selected leave.
  • Deny: Denies the selected leave.
  • Cancel: Cancels the selected leave.

Review the details of the leave to check for accuracy. You can also view any notes that have been added to the leave request.

Click Save to confirm and apply your action.

B. Bulk Leave Actions

Click the Bulk Actions icon at the top of the leave list.

To select all staff leave entries for bulk action, tick the Select All box. This will automatically check all entries in the Selected column.

In the Leave Status field, select the desired status for all selected leaves. Example: Set to Approved to approve multiple leaves at once.

Click the Publish Changes icon to apply your changes.

A confirmation message will appear asking if you want to proceed with bulk approval. Click Yes to confirm or No to cancel.

All selected leave entries will update to the chosen status. Example: Approved.

Notes
Status colors: Approved (green), Denied (red), Requested (blue), Cancelled (yellow).

VIII. Status Rules

  1. Denied/Cancelled: Cannot be modified further.
  2. Approved: Can only be changed back to Requested.
  3. Requested: Can be changed to Approved, Cancelled, or Denied.

IX. Filtering Staff Leave Requests

Click the filter icon to quickly find and process leave requests.

Available filters

Use the following filters to quickly find and process leave requests:

FilterDescription
Date RangeShow leave requests within a specific start and end date.
Date Range PresetQuickly filter leave requests using preset periods: This Month (Default value), Last Week, Last Month, Last Quarter, This Week, This Quarter, Next Week, Next Month, Next Quarter
RoleFilter by staff role or position.
Leave TypeSelect the type of leave, such as annual, sick, or public holiday.
Staff MemberSearch for leave requests by individual staff names.
DepartmentNarrow results by department or team.
RegionFilter by geographic location.
Staff ManagerFind leave requests managed by a specific manager.
Leave StatusView requests by status: Approved, Denied, Cancelled, or Requested.

X. Additional Features

A. Group By

Click the Group By icon

Use the Group By icon to group leave by department, role, leave type, status, and more.

B. Export

Click the Export icon.

Export staff leave data as CSV or PDF.

What Happens After Approval

  1. Allocated bookings and shifts are unallocated when leave is approved.
  2. Once approved, leave appears on the staff calendar as Leave. 

  1. Approved leave will display in social groups as On Leave when the event is allocated to a staff member.

This topic described how to access and use the bulk staff leave creation and approval feature. For more information about bulk staff leave management, contact the CareVision Support Team.

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