Key Points

• Leave is displayed directly on the roster as a black shift tile.

• The tile shows the leave type and approval status.

• Sensitive leave types may hide specific details for privacy.

• When leave is approved, overlapping shifts can be moved to Open Shifts.

• A copy of the original shift remains for visibility and audit.

• Declined leave does not affect rostered shifts.

• Leave can always be reviewed and corrected later.

How Leave Appears on the Roster

In FlowLogic, approved or pending leave appears directly in the roster.

Each leave request is shown as:

• A black shift tile

• The leave type (e.g., Annual Leave or Sick Leave)

• The status of the request

For example:

• Annual Leave

• Sick Leave

Some leave types may not display full details. These are sensitive leave categories, where information is hidden to protect staff privacy.

Viewing Leave Details

You can click a leave tile to:

• Open the leave request

• View detailed information

• Open the request in a new tab for easier management

Keep in mind:

• Not all users will have permission to edit leave.

• Access depends on your organisation’s permission settings.

Even if you do not have access, understanding the process helps you manage roster updates.

Approving Leave and Managing Conflicts

When approving leave, FlowLogic does not automatically move shifts.

Instead, you can choose how to manage conflicts.

Option: Resolve Conflicting Shifts

If you choose to resolve conflicts:

• Any overlapping shifts are moved to the Open Shift section.

• This allows managers to reassign the shifts to other staff.

At the same time:

• A copy of each original shift remains in place.

• This keeps a clear record of who was originally assigned.

This helps maintain transparency and audit history.

Open Shifts and System Notes

After resolving conflicts:

• Open shifts appear in the Open Shift area.

• Each shift includes system notes explaining why it was moved.

For example:

• “Shift moved due to sick leave.”

These notes:

• Provide context

• Help with decision-making

• Can be hidden or customised in system settings if needed

Declining Leave

If leave is declined:

• The leave tile disappears from the roster.

• No shifts are affected.

• Staff remain scheduled as originally planned.

This ensures no unnecessary changes are made.

Correcting Leave Decisions

If a leave request is declined by mistake:

1. Go to the Finance and Payroll tab.

2. Open Leave Management.

3. Locate the leave request.

4. Approve the request.

5. Resolve any shift conflicts if required.

Once approved:

• FlowLogic checks for overlapping shifts.

• Conflicts can be moved to Open Shifts.

• The roster updates accordingly.

Best Practice for Leave Management

To maintain accurate rostering:

• Always review conflicts before approving leave.

• Communicate changes to affected staff.

• Monitor Open Shifts to avoid coverage gaps.

• Regularly review leave approvals.

Outcome

You now understand:

✔ How leave appears on the roster
✔ How sensitive leave protects privacy
✔ How to view and manage leave requests
✔ What happens when leave is approved
✔ How overlapping shifts are handled
✔ What happens when leave is declined
✔ How to correct leave decisions

This process ensures that leave and rostering work together seamlessly, helping maintain clear communication, accurate scheduling, and strong workforce management.