Leave Workflow - Managing staff leave

A key part of managing your team is managing team's availability and leave. TurnPoint allows you to add leave request through the platform and manage staff leave easily.

 

In this article, we will explore end-to-end cycle of Leave request, but you can also find more detailed articles through the link throughout the article.

Step 1 - Adding a Leave Request

Through Leave Requests > New Request, you can submit leave request on be half of your care staff
(Care staff can also raise Leave request from their mobile if this feature is enabled. Please find more details here)

 

* Care Worker: select the staff from dropdown menu
* Start/End Date: set the leave period. Please note that End date is the LAST DAY of leave meaning he/she is still away til this date
* Request Status: It's defaulted to Approved, but if your organisation has separate process of reviewing and process later, you can select Pending approval
* Reason: Select a reason from the drop down available
* Comment: Optional field

Once Leave request is added, this will be reflected on Weekly Planner and Care Worker Calendar view

 

Please note that if there is any appointment previously assigned to the care staff, it will still remains the same at this stage, and to be handled through Step 2 when approving Leave request

Step 2 - Process a Leave Request

Submitted leave requests can be found either on the Pending Leave Requests list on the dashboard, or through Leave Requests > Pending Requests

(Please note that Leave Approval can be restricted to certain admin users)
To set this up, please contact [e-mail]

When you click on the request you want to process, it will take you to a new page with few options as shown below.

Check the Leave request details, and you will also see the list of affected appointments that have been allocated to this carer. Please select the appointments that need to be reallocated to other staff.

Once done, mark either Approve/Reject/Cancel and click PROCESS to update this request. And below update will be made:

1. Notification is sent to the care worker via SMS or email

2. Update on both Weekly Planner and Care worker calendar view.

See how appt is removed on Weekly planner, and marked as RE-ASSIGNED on calendar view

Any appointment not being unallocated will be captured and flagged as Conflicting appointment on Weekly Planner.


 

Leave Approval Notifications (Optional)

When a leave request is approved, TurnPoint can automatically send an email notification to a configured list of recipients — for example, a rostering team or distribution list. This is separate from the existing care worker notification.

The notification email includes:

• Care worker name
• Leave start and end dates
• Leave type
• A direct link to the leave request

To set up Leave Approval Notifications:

1. Contact TurnPoint Support to enable this feature - This is off by default.
2. Once enabled, go to System Notifications — a new Leave Approval Notifications group will appear.
3. Add the email addresses that should receive approval notifications. Multiple recipients can be configured.

Notifications only fire on Approved status — rejected and cancelled leave requests do not trigger this notification. The feature must be enabled in System Configuration to take effect; if email notifications are disabled for your company, this will not fire.

Step 3 - Adding to Pay records (Optional)

Since every organisation has different process in place for paid leave, and using different system for payroll, we have made separate article to cover this process. Please click here to check.