Leave requests in CLWRota

The CLWRota leave system allows clinicians to submit leave requests, which can then be approved or rejected by rota masters. Approval and rejection steps, along with a cancellation process, are clearly logged.

This guide explains how to create, submit, cancel and edit leave requests on CLWRota.

Drop down menu

The leave requests tab

Hover over the 'Leave' tab and select 'Requests'.

Create leave request page

The leave requests page

This page shows the leave booking form (top left), a summary of annual leave taken and remaining (top right), a mini-calendar to view existing leave and activity and a list of all upcoming requests (bottom).

Enter the dates of the proposed leave booking, select the type of leave you would like to request, and click 'next'.

View leave request page

The leave requests review page

This page shows the impact of the proposed leave. Any problems with the leave, such as overdrawing the leave pools or not having enough leave remaining, are displayed in the Impact section of the leave booking form in the top left. The potential issues are as follows:

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

In the leave impact table you can see the impact of the booking in either calendar or list format. The calendar or list will show planned activity, the leave pool status and the leave pool remaining count for each session.

The leave impact will always show a minus count for all leave types except Annual Leave.

Exclusions

You can choose to exclude a session from the leave booking by clicking the cross in the session on the calendar view or exclude button on the right of the table in the list view. Excluding a session stops that session being part of a leave booking. For example you could book leave for a week but exclude the Wednesday morning session from the booking.

Leave submission

Submitting a leave request

Click the 'Submit' button. This will send the leave request to an administrator for approval.

If the department settings allow automatic approval and no problems are reported in the impact section, your request will be automatically approved.

Messages

Leave request messages

Once the request has been approved or rejected, you will receive a notification. If you go to your 'Requests' overview page, you will also see that the status of the request has changed to 'approved' or 'rejected'.

Cancelling leave

Making a cancellation request

If you select a request that has been approved, you will have a button available to 'request cancellation'. This will send a cancellation request to an administrator to either approve or reject.

If the department settings allow automatic cancellations, a request to cancel leave for a non-setup week will be automatically approved by the system.

Leave requests in Medirota

The Medirota leave system allows clinicians to submit leave requests, which can then be approved or rejected by rota masters. Approval and rejection steps, along with a cancellation process, are clearly logged.

This guide explains how to create, submit, cancel and edit leave requests on Medirota.

Quick start guide

Quick start guide

View this document as a pdf

Drop down menu

Leave requests tab

Hover over the 'Leave' tab and select 'Requests' to make a new leave request. The 'Pools' page provides a weekly overview of spaces remaining in each leave pool.

Create leave request page

Leave requests page

This page shows the leave booking form (top left), a summary of annual and study leave taken and remaining (top right), a mini-calendar to view existing leave and activity and a list of all upcoming requests (bottom).

Enter the dates of the proposed leave booking, select the type of leave you would like to request, and click 'next'.

View leave request page

Leave requests review page

This page shows the impact of the proposed leave. Any problems with the leave, such as overdrawing the leave pools or not having enough leave remaining, are displayed in the Impact section of the leave booking form on the top left. The potential issues are as follows:

  • '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 leave allowance left for this type of leave
  • 'Problems with leave pools' or 'Leave pools overdrawn': Some sessions might overbook a leave pool

In the leave impact table you can see the impact of the booking in either calendar or list format. The calendar or list will show planned activity, the leave pool status and the leave pool remaining count for each session.

Exclusions

You can choose to exclude a session from the leave booking by clicking the icon at the top-right corner of a session on the calendar view. Excluding a session stops that session being part of a leave booking. For example you could book leave for a week but exclude the Wednesday morning session from the booking. Excluded sessions can be re-added to the request by clicking the icon.

Leave submission

Submitting a leave request

After clicking the 'submit' button, the leave request will be sent to an administrator for approval.

If the department settings allow automatic approval and no problems are reported in the impact section, your request will be automatically approved.

Messages

Leave request messages

Once the request has been approved or rejected, you will receive a notification. If you go to your 'Requests' overview page, you will also see that the status of the request has changed to 'approved' or 'rejected'.

Cancelling leave

If you select a request that has been approved, you will have a button available to 'request cancellation'. This will send a cancellation request to an administrator to either approve or reject.

If the department settings allow automatic cancellations, a request to cancel leave for a non-setup week will be automatically approved by the system.

Contact details

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.