Leave requests guide for clinicians

Leave requests in CLWRota

CLWRota includes a full leave management and request system. You can make requests for any type of leave through the service, to be checked and approved by a rota master or administrator in your department.

This guide covers how to request leave, cancel leave bookings and review your leave totals and upcoming bookings. These steps can either be done through a web browser or in the CLWRota mobile app for iOS and Android devices.

For instructions on reviewing leave from the perspective of a rota master or administrator, please refer to the full leave request guide.

Contents: web app

Contents: mobile app

Drafting a new leave request

Web app

To make a new request on the web app, hover over the Leave tab and select the Requests option.

Leave tab

This will take you to the main leave overview page.

Leave tab

1. Request leave

Fill out the 'Request Leave' form to make a new leave request. You can choose which sessions of the day should be included and what type of leave you would like to book. Choosing the study leave option will expand the form to allow you to provide details about the course and any related expenses. Other supporting information can be added in the 'Details' box.

Clicking 'Next' will create a draft request, taking you to the next page where you can review the booking prior to submitting it to be checked by a rota master.

2. Personal Leave Totals

This table summarises the your annual leave allowance and leave taken and remaining. If you think these totals need to be adjusted, please contact your rota master.

3. Calendar Overview

The calendar provides you with an overview of all of your planned activity in each rota week, so you can see what would be missed if you book leave for those dates. This information can also be viewed in a list view.

4. Upcoming leave and requests

This section summarises all of your upcoming leave requests. The 'Status' column on the left shows whether or not they have been approved. You can also expand this list to show past leave requests by ticking the 'Show historic' checkbox and clicking 'Filter'.

You can click on any leave request to retrieve more details. Depending on the current state of the request, you can complete the submission, withdraw an already-submitted request, or make a cancellation request for leave that has already been approved.

Mobile app

To make a new leave request on the mobile app, open the hamburger menu and tap 'Request leave'.

This takes you to a form where you can select a date range, choose which sessions of the day should be included in the booking and choose a type of leave. Choosing a study leave type will expand the form to allow you to add information about the course and any related expenses. A 'Comments' field also allows you to add any general supporting information.

Main menu
Request leave

When you are ready to proceed, tap 'Next' to go to the review screen.

Submitting a leave request

Once you have entered the details of the leave you would like to take, you can review the request to confirm the costs and check any potential problems, before submitting it for review by a department rota master or administrator.

Reviewing a draft leave request

1. Request Details

The request details provide an overview of the duration and type of leave request. You can enter any supporting information in the 'Details' field.

2. Summary

This section of the form shows you which stage the request is in. The booking field shows the cost and duration of the booking. Depending on your department's configuration leave may be counted in days or missed sessions. Weekends and bank holidays are excluded from the leave cost by default.

The Impact section summarises any warnings that may stop this leave booking being permissible:

Warning Meaning
Leave book is closed The week is already setup
Due to work The person has activity assigned for one or more sessions
Not enough leave remaining The person does not have enough leave remaining in their allowance
Problems with leave pools Some sessions may overbook a leave pool
Leave pools overdrawn Some sessions may overbook a leave pool
Overlapping another leave booking Another approved leave request for the same person crosses the same dates

These problems do not prevent you from submitting a leave request; however, they may prompt the administrator who reviews the booking to reject the request.

Click 'Discard' if you want to abandon the request, or 'Back' if you would like to alter the dates, type of leave, or included sessions. If you are happy with the summary, click 'Submit'.

3. Action log

Every time a change is made to the leave booking, a note is stored stating when the change was made, and which user actioned it.

4. Coordination

This section allows department-configured markers to be attached to the leave request in order to bring it to the attention of specific rota masters. In most departments the administrator reviewing the leave will manage this step.

5. Impact calendar

The impact calendar shows you how this leave booking will affect the department across the booked sessions. Each session shows you any work that you are already assigned to do or are planned to be doing, and also the impact on the leave pool if applicable.

Clicking the 'x' at the top-right corner of a session will exclude it from the leave booking. Excluded sessions can be re-included by clicking the '+' icon.

The List tab displays the same information as the calendar view, in a different format. Clicking the 'exclude' button on a row in the table will remove the specified session from the leave booking.

Mobile app

Once you have entered leave dates and tapped 'Next', the app will summarise the details you have just entered, show you the proposed cost and highlight any potential problems (see the Summary section above for specific details).

Request leave
Request leave

If you want to change anything you can either tap 'Discard' or tap the back arrow to return to the previous page. If you would like to proceed, tap 'Submit'.

Reviewing/withdrawing submitted leave

Web app

Once you have submitted a leave request, it will become visible on a queue of pending leave requests for department administrators to review. All details you have entered will be visible, and requests will be listed in the chronological order they were submitted.

Some departments may choose to use the auto-approval functionality in CLWRota. If this is the case and you submit an Annual Leave request that does not trigger any problems, the request will move directly to the approved state and the request process will be complete. If the auto-approval functionality is not enabled, there are problems with the request, or the request is for another type of leave, it will progress to the submitted state.

The current state will always be shown on the leave request review page. You can get back to this page by finding the request on your list of upcoming leave requests. When a rota administrator makes a decision on your request, the displayed state will change to either approved or rejected and you will receive an alert message via either email or push message to confirm the action.

If you decide that you no longer want to take the leave at this stage, click the red 'Withdraw' button to remove the request from the administrators' queue.

Withdrawing a draft leave request

Mobile app

To review the status of any request you have submitted, go to My Leave and choose the request from the list. This will show you the current status of the request. Any decisions made on the request will also send an update to the Messages section of the app.

My leave
Submitted request

If you no longer want to take the leave you have submitted, tap the 'Withdraw' button to remove the request.

Cancelling a leave booking

Web app

To review a leave request that has been approved, select it from you list of upcoming leave requests. If you no longer wish to take the leave, type in a reason and click the 'Request cancel leave' button.

Requesting a cancellation

Cancellation requests work in a similar way to submitted leave requests. If the department has the appropriate auto-approval settings turned on and the leave book has not yet been closed, the request will proceed directly to the cancelled state. Otherwise it will move to the cancel request state and appear on the administrators' leave queue as an item to review. They can then choose to approve or reject the cancellation. A confirmation message will be sent once a decision has been made.

While a request is in the cancel request state, you can choose to withdraw the request from the administrators' pending queue, and move it back to the approved state.

Withdrawing a cancellation request

Mobile app

To request a cancellation, find the approved leave request in the My Leave section. You can then type a reason and tap 'Request cancel' to submit the request.

My leave
Approved request

Cancellation requests work in a similar way to submitted leave requests. If the department has the appropriate auto-approval settings turned on and the leave book has not yet been closed, the request will proceed directly to the cancelled state. Otherwise it will move to the cancel request state and appear on the administrators' leave queue as an item to review. They can then choose to approve or reject the cancellation. A confirmation message will be sent once a decision has been made.

While a request is in the cancel request state, you can choose to withdraw the request from the administrators' pending queue, and move it back to the approved state.

Reviewing leave totals

CLWRota keeps a record of your leave allowance and leave taken and remaining amounts for each leave year. In the web app you can view this by going to Leave > Requests and referring to the 'Personal leave totals' section in the top-right corner. This shows the type of leave accounting in use (either day- or session-based, according to your department's settings), and taken, total and remaining amounts for each relevant type of leave. Use the arrows to the left and right of the table to navigate to past or future leave years.

Personal leave totals

Only leave that has been fully approved will contribute towards the 'Taken' amount.

If you require more information, click on the Detailed summary sub-tab. This will show you the amount of days, missed sessions and missed PAs taken, and will also list other leave types (sick, miscellaneous, etc.) without a fixed allowance.

The Leave adjustment sub-tab lists any adjustments that have been made to your leave allowance, for example, to carry over leave from a previous year, or time off in lieu of extra work delivered on the rota.

Mobile app

To check your leave totals in the mobile app, open the hamburger menu and go to Summary.

Main menu
Summary

This screen will show the accounting unit (either days or missed sessions, depending on your department's settings), and taken, total and remaining amounts for each relevant type of leave for the current and next leave years.

Only leave that has been fully approved will contribute towards the 'Taken' amount.

Leave requests in Medirota

Medirota includes a full leave management and request system. You can make requests for any type of leave through the service, to be checked and approved by a rota master or administrator in your department.

This guide covers how to request leave, cancel leave bookings and review your leave totals and upcoming bookings. These steps can either be done through a web browser or in the Medirota mobile app for iOS and Android devices.

For instructions on reviewing leave from the perspective of a rota master or administrator, please refer to the full leave request guide.

If you have any questions about the leave request system, please contact the Rotamap support team at support@rotamap.net or on 020 7631 1555.

Contents: web app

Contents: mobile app

Drafting a new leave request

Web app

To make a new request on the web app, hover over the Leave tab and select the Requests option.

Leave tab

This will take you to the main leave overview page.

Leave tab

1. Request leave

Fill out the 'Request Leave' form to make a new leave request. You can choose which sessions of the day should be included and what type of leave you would like to book. Choosing the study leave option will expand the form to allow you to provide details about the course and any related expenses. Other supporting information can be added in the 'Details' box.

Clicking 'Next' will create a draft request, taking you to the next page where you can review the booking prior to submitting it to be checked by a rota master.

2. Personal Leave Totals

This table summarises the your annual leave allowance and leave taken and remaining. If you think these totals need to be adjusted, please contact your rota master.

3. Calendar Overview

The calendar provides you with an overview of all of your planned activity in each rota week, so you can see what would be missed if you book leave for those dates. This information can also be viewed in a list view.

4. Upcoming leave and requests

This section summarises all of your upcoming leave requests. The 'Status' column on the left shows whether or not they have been approved. You can also expand this list to show past leave requests by ticking the 'Show historic' checkbox and clicking 'Filter'.

You can click on any leave request to retreive more details. Depending on the current state of the request, you can complete the submission, withdraw an already-submitted request, or make a cancellation request for leave that has already been approved.

Mobile app

To make a new leave request on the mobile app, open the hamburger menu and tap 'Request leave'.

This takes you to a form where you can select a date range, choose which sessions of the day should be included in the booking and choose a type of leave. Choosing a study leave type will expand the form to allow you to add information about the course and any related expenses. A 'Comments' field also allows you to add any general supporting information.

Main menu
Request leave

When you are ready to proceed, tap 'Next' to go to the review screen.

Submitting a leave request

Once you have entered the details of the leave you would like to take, you can review the request to confirm the costs and check any potential problems, before submitting it for review by a department rota master or administrator.

Reviewing a draft leave request

1. Request Details

The request details provide an overview of the duration and type of leave request. You can enter any supporting information in the 'Details' field.

2. Summary

This section of the form shows you which stage the request is in. The booking field shows the cost and duration of the booking. Depending on your department's configuration leave may be counted in days or missed sessions. Weekends and bank holidays are excluded from the leave cost by default.

The Impact section summarises any warnings that may stop this leave booking being permissible:

Warning Meaning
Leave book is closed The week is already setup and/or the leave book is already closed
Due to work The person has activity assigned for one or more sessions
Not enough leave remaining The person does not have enough leave remaining in their allowance
Leave pool limit reached through approved requestsSome sessions overbook a leave pool at capacity through approved requests
Leave pool limit reached through submitted requests Some sessions overbook a leave pool at capacity through submitted requests
Overlapping another leave booking Another approved leave request for the same person crosses the same dates

These problems do not prevent you from submitting a leave request; however, they may prompt the administrator who reviews the booking to reject the request.

Click 'Discard' if you want to abandon the request, or 'Back' if you would like to alter the dates, type of leave, or included sessions. If you are happy with the summary, click 'Submit'.

3. Action log

Every time a change is made to the leave booking, a note is stored stating when the change was made, and which user actioned it.

4. Coordination

This section allows department-configured markers to be attached to the leave request in order to bring it to the attention of specific rota masters. In most departments the administrator reviewing the leave will manage this step.

5. Impact calendar

The impact calendar shows you how this leave booking will affect the department across the booked sessions. Each session shows you any work that you are already assigned to do or are planned to be doing, and also the impact on the leave pool if applicable.

Clicking the 'x' at the top-right corner of a session will exclude it from the leave booking. Excluded sessions can be re-included by clicking the '+' icon.

The List tab displays the same information as the calendar view, in a different format. Clicking the 'exclude' button on a row in the table will remove the specified session from the leave booking.

Mobile app

Once you have entered leave dates and tapped 'Next', the app will summarise the details you have just entered, show you the proposed cost and highlight any potential problems (see the Summary section above for specific details).

Request leave
Request leave

If you want to change anything you can either tap 'Discard' or tap the back arrow to return to the previous page. If you would like to proceed, tap 'Submit'.

Reviewing/withdrawing submitted leave

Web app

Once you have submitted a leave request, it will become visible on a queue of pending leave requests for department administrators to review. All details you have entered will be visible, and requests will be listed in the chronological order they were submitted.

Some departments may choose to use the auto-approval functionality in Medirota. If this is the case and you submit an Annual Leave request that does not trigger any problems, the request will move directly to the approved state and the request process will be complete. If the auto-approval functionality is not enabled, there are problems with the request, or the request is for another type of leave, it will progress to the submitted state.

The current state will always be shown on the leave request review page. You can get back to this page by finding the request on your list of upcoming leave requests. When a rota administrator makes a decision on your request, the displayed state will change to either approved or rejected and you will receive an alert message via either email or push message to confirm the action.

If you decide that you no longer want to take the leave at this stage, click the red 'Withdraw' button to remove the request from the administrators' queue.

Withdrawing a draft leave request

Mobile app

To review the status of any request you have submitted, go to My Leave and choose the request from the list. This will show you the current status of the request. Any decisions made on the request will also send an update to the Messages section of the app.

My leave
Submitted request

If you no longer want to take the leave you have submitted, tap the 'Withdraw' button to remove the request.

Cancelling a leave booking

Web app

To review a leave request that has been approved, select it from you list of upcoming leave requests. If you no longer wish to take the leave, type in a reason and click the 'Request cancel leave' button.

Requesting a cancellation

Cancellation requests work in a similar way to submitted leave requests. If the department has the appropriate auto-approval settings turned on and the leave book has not yet been closed, the request will proceed directly to the cancelled state. Otherwise it will move to the cancel request state and appear on the administrators' leave queue as an item to review. They can then choose to approve or reject the cancellation. A confirmation message will be sent once a decision has been made.

While a request is in the cancel request state, you can choose to withdraw the request from the administrators' pending queue, and move it back to the approved state.

Withdrawing a cancellation request

Mobile app

To request a cancellation, find the approved leave request in the My Leave section. You can then type a reason and tap 'Request cancel' to submit the request.

My leave
Approved request

Cancellation requests work in a similar way to submitted leave requests. If the department has the appropriate auto-approval settings turned on and the leave book has not yet been closed, the request will proceed directly to the cancelled state. Otherwise it will move to the cancel request state and appear on the administrators' leave queue as an item to review. They can then choose to approve or reject the cancellation. A confirmation message will be sent once a decision has been made.

While a request is in the cancel request state, you can choose to withdraw the request from the administrators' pending queue, and move it back to the approved state.

Reviewing leave totals

Medirota keeps a record of your leave allowance and leave taken and remaining amounts for each leave year. In the web app you can view this by going to Leave > Requests and referring to the 'Personal leave totals' section in the top-right corner. This shows the type of leave accounting in use (either days, sessions, PAs or hours, according to your department's settings), and taken, total and remaining amounts for each relevant type of leave. Use the arrows to the left and right of the table to navigate to past or future leave years.

Personal leave totals

Only leave that has been fully approved will contribute towards the 'Taken' amount.

If you require more information, click on the Detailed summary sub-tab. This will show you the amount of days, missed sessions and missed PAs taken, and will also list other leave types (sick, miscellaneous, etc.) without a fixed allowance.

The Leave adjustment sub-tab lists any adjustments that have been made to your leave allowance, for example, to carry over leave from a previous year, or time off in lieu of extra work delivered on the rota.

Mobile app

To check your leave totals in the mobile app, open the hamburger menu and go to Summary.

Main menu
Summary

This screen will show the accounting unit (either days, sessions, PAs or hours, depending on your department's settings), and taken, total and remaining amounts for each relevant type of leave for the current and next leave years.

Only leave that has been fully approved will contribute towards the 'Taken' amount.

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