Leave requests and paid leave

Overview#

Approve or reject staff leave requests in Leave. Paid leave is granted automatically from each person's entry date, and the paid days of an approved request are taken from their balance.

Paid Leave shows granted, used and remaining days per person, and lets you adjust them with manual grants and revocations.

Steps: approve a request#

1. Open Shifts & attendance → Leave and filter the status to Pending.
2. Click a row to open Leave Details and check the period, days (paid and unpaid) and reason.
3. In the actions column, click Approve (✓) or Reject (×).
4. Click Confirm in the dialog.

When you approve, Bookmi automatically:

• Takes the paid days from the person's balance, oldest grant first. If the balance is short, it can't be approved.
• Cancels the person's shifts during the leave. If another staff member at the same store is free that day, a replacement shift is created for them (same position first).
• Notifies the applicant of the result.

Steps: request leave (for yourself or on behalf)#

1. Click Apply for Leave for yourself, or Apply on Behalf to enter leave for a staff member.
2. Enter Leave Reason, Start Date and End Date (and the Employee when applying on behalf).
3. The days in the period go to Paid Leave Days first, up to the paid balance. Adjust Paid Leave Days and Unpaid Leave Days in half days if needed.
4. Check Total Days, write the reason in Remarks and save. The request becomes Pending.

Steps: manage paid leave#

1. Open Shifts & attendance → Paid Leave (available to admin roles).
2. Check Entry Date, Granted Days, Used, Remaining and Next Grant Date in the list.
3. Click View Details to see each grant's Grant Date, Expiry Date and Remaining.
4. Add missing days with Manual Grant (0.5–40 days) or remove extra days with Revoke.

Automatic paid leave grants#

The first grant comes 6 months after the entry date, then one grant every year. If your company set its own grant standards, those are used instead. Check them with Show grant standards.

| Years of service | Days granted (statutory) |
|---|---|
| 6 months | 10 |
| 1 year 6 months | 11 |
| 2 years 6 months | 12 |
| 3 years 6 months | 14 |
| 4 years 6 months | 16 |
| 5 years 6 months | 18 |
| 6 years 6 months or more | 20 |

• Granted days normally expire 2 years after the grant date. The expiry date is shown in the details.
• Members without an entry date get no grants and don't appear in the Paid Leave list. Add the Entry Date in Settings → Members.
• Proportional grants for part-time staff and the 80% attendance rule aren't applied automatically. Adjust those people with Revoke and Manual Grant.
• If someone granted 10 or more days hasn't taken 5 days in the year, they and the admins get a reminder as the deadline approaches.

FAQ#

• I don't see Approve or Reject: Approve, reject, edit and delete are shown only to admin roles.
• I clicked Approve but nothing changed: The person's paid balance may be short. Check it in Paid Leave.
• I want to withdraw my request: Your own Pending requests can be withdrawn with Cancel Request.
• I want to cancel approved leave: An admin can delete it, but the deducted paid days and cancelled shifts don't come back automatically. Fix them with Manual Grant and in Scheduling.
• Whose "Paid Leave Balance" is shown at the top?: Yours, the signed-in user's. See each person's balance in Paid Leave.
• How this affects shifts: → Build the shift schedule