Introduction to leave requests

The leave requests system is designed to completely replace departments' existing paper-based leave request process. Clinical staff can submit a request for leave through CLWRota, to be approved or rejected by a rota master.

This page provides a guide to creating leave requests, assessing their impact on service delivery and going through the approval and rejection processes.

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.

Leave requests in CLWRota

Booking process

The following graphic explains the possible stages of a leave request.

Booking process flow

The leave system allows users to request leave, which enters a queue for the rota master to approve or reject. In addition to this, you can choose to allow automatic approval for requests that meet the following conditions:

  • The leave book is open
  • There is space in the leave pool
  • The person has enough leave allowance remaining
  • The leave is not too far in the future

Once a leave booking has been rejected or cancelled, then there is the option to resubmit or make a new booking based on the original request.

Leave request settings

To review or change your site's leave request settings, log in as a super user and navigate to Settings > Leave Settings.

Leave navigation

If you hover over the leave tab, you will see four options:

Leave dropdown menu

1. Requests

View a list of submitted leave requests and make new bookings.

2. Short view

View a condensed overview of who is away each day of the week.

3. Long view

See a full overview of who is on which type of leave for each given session in the week.

4. Pools

View the status of the leave pools within the department across any given time in the week. Clicking any session on the table will show you which staff members are working or on leave at that time: see the context pop-up section below for more information.

Leave requests home page

Selecting the 'Requests' item on the dropdown menu takes you to the leave home page. You can review all submitted leave requests here, listed in order of date submitted.

Leave requests page

To review or process a leave request that has already been made, click the request in the list.

To draft a new request, select the user's name from the top of the page and click 'go'. This will take you through to the personal booking page for that individual.

You can view historic requests or those that have already been approved or rejected by ticking the appropriate checkbox and clicking 'filter'. You can also use the dropdown above the table to show requests from specified groups of people.

Drafting a new leave request

The personal leave requests page is split into four sections.

Leave booking page

1. Request leave

Fill out the Request Leave form to make a new leave request for the currently selected person. You can choose whether the leave booking should deplete leave pools. Supplementary information can be added in the Details box.

2. Personal Leave Totals

This table summarises the person's annual leave allocation and the leave taken and remaining. Clicking on the Leave Adjustments link allows you to manage annual leave totals by adding or removing extra days/sessions.

3. Calendar Overview

The calendar provides you with an overview of what the person has planned for the week displayed. This information can also be viewed in a list view.

4. Upcoming leave and requests

Clicking any row on this table will allow you to view the details of that particular leave booking. As a rota master you can then process this leave booking by accepting or rejecting it.

Clicking 'next' will create a draft request, taking you to the next page where you can review the booking.

Reviewing a draft or submitted leave request

This page allows you to review the potential impact of a leave request.

Draft leave requests

1. Request Details

The request details provides an overview of the duration and type of leave request.

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.

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 annual or study 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

If the request is in draft status, the three buttons at the bottom of the form allow you to discard, submit, or go back to edit the leave booking. Also, the request form can be updated with additional notes.

Once a request has been submitted, the buttons here will allow you to either approve or reject the request.

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. Impact Calendar

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

To see more detail on who is working, planned to work or away from the department for a particular session, click on that session to show the context pop-up.

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

5. Impact Table

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, and you can click the row of the table to see the context pop-up.

Approved leave

Once a request has been approved, it is committed to the rota. This automatically removes the person taking leave from their activity, and if necessary highlights that cover is required.

Cancelling leave

To cancel an approved request navigate to the booking and click the 'cancel leave' button. You will need to provide a note against any cancellations.

Consultants and trainees can request cancellations through the system. Cancellation requests appear in the pending leave requests list in the same way as bookings awaiting approval. Rota masters can choose to approve or reject cancellation requests.

Resubmitting leave

You can click the 'resubmit' button to turn the leave booking into a submitted request so that it can be re-approved. Whilst the booking is in the 'submitted' state, you can change which sessions are included in the leave request and add new information to the notes section.

Copying a leave booking

Clicking the link 'Click here to make a new leave request with these details' will copy details of the current leave request to the first stage of creating a new draft request. This will allow you to edit the leave duration or to change the type of a booking.

Leave status alert messages

When a leave request is accepted or rejected, or when a cancellation request is accepted or rejected, the affected consultant or trainee will be sent an automatic message through the CLWRota messaging system. Pending and sent messages can be seen through the 'Messages' tab at the top of the page.

Context Pop-up

This pop-up gives you a departmental overview for the chosen session. There are three tabs on this pop-up: planned, on leave, and working.

If the department has the 'submitted requests' featured switched on, and someone has a leave request in 'submitted' status, then their name will appear in blue in the relevant leave pool. This is in order to highlight the fact that the booking has yet to be processed, but has reserved a slot in the leave pool.

Department summary pop-up

This pop-up is designed to provide an overview of the department to help decide about whether to approve leave.

For the selected session, the pop-up shows a summary of who is planned to work, who is scheduled to work and who is away, grouped by leave pool. Next to each person's name is the location name of the associated activity.

Leave pools

You can set up leave pools to ensure that it is not possible for too many people from the same group to miss planned activity through leave at the same time. These pools can be configured from the super user area under System Management > Leave Pools. The Pool Size determines how many people can deplete the leave pool at once. Once a leave pool is full, it will prevent any more people attached to the pool from having leave automatically approved, and it will be flagged as a problem in the Impact section of a leave request.

By default leave pools will be depleted as soon as a leave request is submitted. This is to allow pending requests (e.g. a study leave request awaiting approval) to hold a place in the leave queue, and not be 'overtaken' by other requests being automatically approved. If a submitted request is rejected, it will free up any space it was occupying in the leave pools.

If you would like to change this setting so that requests only deplete leave pools once they are approved, go to Settings > Leave Settings in the super user area and uncheck the 'Submitted requests deplete pools' option.

Consultant leave pools are determined by the templates the consultants are attached to. These can be reviewed either by going to a pre-setup week on the rota, or in the Templates tab. When you create or edit a template (including templates to the Available location, the 'Leave Type' field determines which pool consultants will deplete if they book a session of leave over the templated activity. This means that:

  • Consultants can be attached to different leave pools at different times in the week
  • If a consultant books leave where they have no planned activity, they will not deplete a leave pool

In addition to this, consultants who book leave over flexible in week availability will deplete the 'Flexi' leave pool.

Trainees will always deplete the same leave pool when they book leave. The leave pool they deplete is determined by the 'Leave Pool' option in their profile, under People > Trainees.

You can review the status of the leave pools for any week by going to Leave > Pools. This provides a grid that shows how many spaces are taken up in each leave pool for each session. Numbers in blue indicate how many of those spaces are occupied by requests that are still in the submitted stage.

Leave pools page

You can click on any cell in this grid to bring up a popup to show which consultants and trainees are currently depleting each pool. Names in blue indicate people whose requests are still in the submitted stage. The 'planned' tab in the popup shows who is still due to be available to work from each pool (if the week is not yet setup), and the 'working' tab shows who is allocated on the rota (if the week is setup).

Leave pool information is also visible when you are making or reviewing a leave request. Once a request is in draft or submitted status, the leave impact table will show the impact the request will have on the leave pools for each session. If approving the request would breach the leave pool limit on any session, a note will appear in the impact summary and the leave pool information will be highlighted in red in the leave impact table. As noted above, if you click on any cell of the impact table, a popup will appear showing other people who are depleting leave pools.

Example leave request

Oncall notices

By following the 'oncall notices' link on an person's leave page, you can log people's requests regarding their oncalls. If you change any notices for that week, click the 'save' button to confirm your changes.

These selections will show as supplementary information to the oncall rota master when using the 'Oncall Rota: By Rota' page to write the rota.

Leave requests in Medirota

Quick start guide

Quick start guide

View as PDF

Booking process

The following graphic explains the possible stages of a leave request.

Booking process flow

The leave system allows users to request leave, which enters a queue for the rota master to approve or reject. In addition to this, you can choose to allow automatic approval for requests that meet the following conditions:

  • The leave book is open
  • There is space in the leave pool
  • The person has enough annual or study leave allowance remaining
  • The leave is not too far in the future

Once a leave booking has been rejected or cancelled, then there is the option to resubmit or make a new booking based on the original request.

Leave request settings for clinicians

The ability for clinicians to create leave requests is dependant on role based settings. Navigate to Admin > Roles to change these settings. The per role settings are:

  • Enabling requesting leave for this role
  • Automatic approval
  • Automatic rejection
  • Automatic cancellation

To review or change your site's global leave request settings, log in as a super user and navigate to Leave > Settings.

Leave navigation

If you hover over the leave tab, you will see four options:

Leave dropdown menu

1. Requests

View a list of submitted leave requests and make new bookings.

2. People

A list of all clinicians which gives quick access to their leave pages, plus an overview of their leave entitlement and remaining allowances for this and the following year.

3. Books

Review the status of leave books and manually open or close upcoming leave books.

4. Pools

View the status of the leave pools within the department across any given session in the week.

Leave requests home page

Selecting the 'Requests' item on the dropdown menu takes you to the leave home page. You can review all submitted leave requests here, listed in order of date submitted.

Leave dropdown menu

To review or process a leave request that has already been made, click the request in the list.

To draft a new request, select the user's name from the top of the page and click 'go'. This will take you through to the personal booking page for that individual.

You can view historic requests or those that have already been approved or rejected by ticking the appropriate checkbox and clicking 'filter'. You can also use the dropdown above the table to show requests from specified groups of people.

Drafting a new leave request

The personal leave requests page is split into four sections.

Leave booking page

1. Request leave

Fill out the Request Leave form to make a new leave request for the currently selected person. You can choose whether the leave booking should deplete leave pools. Supplementary information can be added in the Details box.

2. Personal Leave Totals

This table summarises the person's annual and study leave. Clicking on the Leave Adjustments link allows you to manage annual and study leave totals by adding or removing extra days/sessions.

3. Calendar Overview

The calendar provides you with an overview of what the person has planned for the week displayed.

4. Upcoming leave and requests

Clicking any row on this table will allow you to view the details of that particular leave booking. As a rota master you can then process this leave booking by accepting or rejecting it.

Clicking 'next' will create a draft request, taking you to the next page where you can review the booking.

Reviewing a draft or submitted leave request

This page allows you to review the potential impact of a leave request.

Draft leave request

1. Request Details

The request details provides an overview of the duration and type of leave request.

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.

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

  • 'Leave book is closed': The week is already setup
  • 'Due to work': The person has activity allocated for one or more sessions
  • 'Not enough leave remaining': There is not enough annual leave allowance left
  • 'Problems with leave pools' or 'Leave pools overdrawn': Some sessions overbook a leave pool

If the request is in draft status, the three buttons at the bottom of the form allow you to discard, submit, or go back to edit the leave booking. Also, the request form can be updated with additional notes.

Once a request has been submitted, the buttons here will allow you to either approve or reject the request.

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. Impact Calendar

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

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

Approved leave

Once a request has been approved, it is committed to the rota. This automatically removes the person taking leave from their activity, and if necessary highlights that cover is required.

Cancelling leave

To cancel an approved request navigate to the booking and click the 'cancel leave' button. You will need to provide a note against any cancellations.

Consultants and trainees can request cancellations through the system. Cancellation requests appear in the pending leave requests list in the same way as bookings awaiting approval. Rota masters can choose to approve or reject cancellation requests.

Resubmitting leave

You can click the 'resubmit' button to turn the leave booking into a submitted request so that it can be re-approved. Whilst the booking is in the 'submitted' state, you can change which sessions are included in the leave request and add new information to the notes section.

Copying a leave booking

Clicking the link 'Click here to make a new leave request with these details' will copy details of the current leave request to the first stage of creating a new draft request. This will allow you to edit the leave duration or to change the type of a booking.

Leave status alert messages

When a leave request is accepted or rejected, or when a cancellation request is accepted or rejected, the affected consultant or trainee will be sent an automatic message through the Medirota messaging system. Pending and sent messages can be seen through the 'Messages' tab at the top of the page.

Leave pools

You can set up leave pools to ensure that it is not possible for too many people from the same group to miss planned activity through leave at the same time. These pools can be configured from the Leave Pools page found in the Admin tab.

The Pool Size determines how many people can deplete the leave pool at once. Once a leave pool is full, it will prevent any more people attached to the pool from having leave automatically approved, and it will be flagged as a problem in the Impact section of a leave request. By default leave pools will be depleted as soon as a leave request is submitted.

A clinician can be assigned to multiple leave pools, and leave pools can be set to only be depleted when an individual is due to work, or to always deplete regardless of this.

You can review the status of the leave pools for any week by going to Leave > Pools. This provides a grid that shows how many spaces are taken up in each leave pool for each session.

Leave pools page

Leave pool information is also visible when you are making or reviewing a leave request. Once a request is in draft or submitted status, the leave impact table will show the impact the request will have on the leave pools for each session. If approving the request would breach the leave pool limit on any session, a note will appear in the impact summary and the leave pool information will be highlighted in red in the leave impact table.

Example leave request

Leave request markers

Leave request markers give the ability to tag individual leave requests with visual markers, as well as the ability to make comments on the request without having to submit or approve it; allowing for a multi-stage approval process. Additionally you can filter the leave requests queue by marker.

To activate them you will need to use the super user area. In Leave > Markers you can switch on individual markers and give them a unique two letter code, along with a more detailed description of what the marker is to represent.

Leave request markers