Guides / For your staff

Asking for time off

For staff. From your phone, no app to install.

About 4 minutes · safe to forward to your team

1. Sign in

   Your own dashboard, with the password you picked when you set up your account. (Some venues send a private link instead — either way it's the same request.)

2. Look at the three numbers

   Holiday hours earned & left is what you've built up from hours actually worked, less what you've taken. Booked ahead is holiday already approved and still to come. Free to book now is the difference — that's the one to go by. If you're salaried you'll see days instead.

3. Check who else is off first

   The calendar underneath shows the next eight weeks for your department — colleagues' first names on days they're approved off, and any dates the venue has closed in red. A day that's already full is unlikely, and it's better to know before you ask.

4. Pick your dates and send

   Whole days — first day off, last day off, and a note if it helps your case. Ask for more than you've earned and you'll get a heads-up, not a refusal: you can still send it, and your manager decides.

5. Watch for the answer

   It shows as pending until your manager decides, then approved or declined, and you're emailed either way.

When it doesn't go to plan

• You need to cancel or change it. Ask your manager — there's no cancel button on your side, for a pending request or an approved one.
• You want a half-day. The form takes whole days only. Ask your manager to record a half-day for you.
• Your balance looks wrong. It's worked out from the hours you've actually worked, and it grows as your weeks are reviewed. Ask your manager to check your record rather than re-sending the request.
• You need it at short notice. Ask anyway. The rules are the default, not a wall — your manager can approve it.

Stuck on something that isn't here? Mail hello@hospitech.ie and tell us what you were trying to do. The gap is ours, not yours.

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