How leave request notifications work for managers

When staff submit a leave request, RosterElf sends an email notification to relevant team members. This article explains who receives these notifications and under what conditions.

By understanding the flow of leave notifications, owners, admins, managers, and assistant managers can better track leave requests and avoid roster issues. This guide helps ensure you're aware of how RosterElf manages communication about staff leave, especially when dealing with open shifts or shift swaps.

Whether staff use the mobile app or the web platform, the system checks their site assignments and notifies the right people. This automation makes managing leave smoother and keeps the right people in the loop without extra admin work.

Use this article to understand the rules for leave alerts and improve your response time when planning your rosters.

Tip: To ensure an admin receives these notifications, assign them as a manager or assistant manager for the site. Open the Sites tab, select the site, choose Managers, click Add, search for the admin’s name, pick the role, then save. For detailed steps, see Assigning managers.

Useful links:
Requesting leave from a smartphone
Managing or viewing leave on behalf of staff
Requesting leave from a browser

1. Leave request notifications for one site

This section covers what happens when a staff member is assigned to a single site and submits a leave request.

If a staff member is linked to only one site, RosterElf checks if the site has a manager or assistant manager. If yes, they’ll get notified. If not, the system escalates the notification to all admins, including the owner. This ensures that someone responsible for rostering is always informed.

This process helps reduce the risk of unapproved or overlooked leave requests.

1.1 Leave request notification flow for one site

1.1.1 Staff submits a leave request via web or mobile.

1.1.2 System checks if staff is assigned to one site only.

1.1.3 If a manager or assistant manager is assigned to that site:
• They receive an email notification.

1.1.4 If no manager or assistant manager is assigned:
• All admins (including the owner) receive the notification.

2. Leave request notifications for multiple sites

This section explains how notifications work when staff are linked to more than one site.

If staff work across multiple locations, RosterElf checks each site they’re linked to. It looks for a manager or assistant manager at each one. If found, they receive the notification. If not, all admins, including the owner, will be notified.

This ensures every site gets proper visibility, even for mobile staff.

2.1 Leave request notification flow for multiple sites

2.1.1 Staff submits a leave request via web or mobile.

2.1.2 System identifies all sites assigned to the staff.

2.1.3 For each site:
• If a manager or assistant manager is assigned:
– They receive an email notification.
• If no manager or assistant manager is assigned:
– All admins (including the owner) receive the notification.

FAQs about leave request notifications

1. Who gets notified when a staff member submits a leave request?
When a staff member submits a leave request, RosterElf checks their site assignments. If the site has a manager or assistant manager, they receive the email notification. If no one is assigned, the system notifies all admins, including the owner.

2. What happens if the staff member works at multiple sites?
RosterElf checks all assigned sites. For each one, it sends a notification to the manager or assistant manager if available. If not, all admins (including the owner) receive the alert. This ensures all sites are covered.

3. Do leave requests made on mobile send notifications?
Yes, RosterElf sends notifications whether the leave request is made via the web or mobile app. The system handles both platforms the same way to ensure consistency.

4. Who gets notified if there is no manager or assistant manager?
If no manager or assistant manager is assigned to a staff member’s site, RosterElf sends the leave request notification to all admins. This includes the business owner, who is treated as an admin by default.

5. Does RosterElf notify about shift gaps caused by leave?
While this article focuses on who gets notified about the leave itself, shift gaps may result in open shifts. RosterElf ensures the right people are informed so they can manage rosters proactively.