Access and Manage Staff Leave in RosterElf

This guide explains how to access and manage staff leave in RosterElf, including adding and approving leave, viewing archived leave records, and checking leave balances for Xero-integrated accounts. By following this guide, you’ll learn how to efficiently handle leave requests, review leave history, and monitor leave balances to ensure accurate records and streamline payroll integration with Xero. Additional guides are linked for exporting leave, resolving Xero errors, and processing various leave types, assisting you with any complex leave management requirements.

1. Accessing the Leave Tab on a Staff Card

The following steps show how to access the Leave tab for any staff member in RosterElf. This feature allows you to view, add, or approve leave requests directly from the staff member’s card.

1.1.1. Click the Staff tab at the top of your RosterElf screen.

1.1.2. Select a staff member.

1.1.3. In the popup window, click the Leave tab.

2. Adding and Approving Leave on Behalf of a Staff Member

This section guides you through adding leave on behalf of a staff member and approving it. This feature allows managers to ensure leave is recorded accurately, even if the request is entered manually.

2.1.1. In the Leave tab of the staff card, click the Plus (+) button at the top left of the tab.

2.1.2. A popup will display fields for the date range, leave type, and reason. Complete these fields as needed.

2.1.3. Click Save.

2.1.4. The leave request will now display on the staff card, marked as pending approval.

Notes: If you wish to approve or decline, click on the leave type, then select either the green tick to approve or the red X to decline

For further details on exporting leave and handling public holidays, see Export Leave to Xero and Export Leave to Xero: Public Holidays.

3. Viewing Archived Leave of a Staff Member

Learn how to review archived leave records of a staff member. This allows you to see past approved or declined leave entries, organized from most recent to oldest.

3.1.1. From the Leave tab of the staff card, click on the Archived tab.

3.1.2. All approved and declined leave will be visible in a scrollable list, sorted from most recent to oldest.

4. Viewing Staff Leave Balances (Xero-integrated Customers Only)

This section shows Xero-integrated users how to view leave balances for staff members. These balances reflect the current leave entitlements available in your Xero account.

4.1.1. From the Leave tab of the staff card, click on the Leave Balance tab.

4.1.2. You will see the leave balance for each category allocated to the staff member in Xero.

Note: Leave balances are updated in Xero only after leave is processed through payroll. For additional guidance, see our articles on resolving Xero errors when sending leave to payroll and Unable to process the leave request: Xero error.

Frequently Asked Questions About Staff Leave in RosterElf

1. How do I access the Leave tab for a staff member?

To access the Leave tab, click on the Staff tab at the top of your RosterElf screen and select a staff member. Then, click the Leave tab in the popup window.

2. Can I add and approve leave on behalf of a staff member?

Yes, go to the Leave tab in the staff card, click the Plus (+) button, fill out the leave details, and save. You can then approve or decline the leave as needed.

3. Where can I view a staff member's archived leave?

In the Leave tab, click the Archived tab to see all past approved and declined leave entries, sorted from most recent to oldest.

4. How can I check a staff member's leave balance?

Xero-integrated users can view leave balances by selecting the Leave Balance tab under the staff member's Leave tab. Leave balances will update in Xero after payroll processing.

5. What should I do if there's an error sending leave to Xero?

For Xero integration errors, refer to our guide on Xero errors when sending leave to payroll for troubleshooting steps.