Holiday requests

The Holiday tab is where you process time-off requests from your team. Guards submit requests from their GuardHub; they land here for your decision.

What you see

Each row shows the guard's name, the type of leave requested (Holiday / Personal / Sickness / Training), the dates, any reason notes the guard provided, their current accrual balance, and the date they submitted the request.

On a phone or the app, each request is shown as its own card rather than a wide table. The guard's name sits at the top of the card as the heading, with the dates, reason and Approve / Decline buttons stacked directly beneath it — so you can always see exactly whose request you are deciding on, with no sideways scrolling.

Approving a request

Tap Approve on the row. Confirm in the dialogue. The guard is notified immediately. For holiday requests, the approved days are deducted from their accrual balance. The dates appear as "OFF" on the rota.

Declining a request

Tap Decline, add a reason if helpful, then confirm. The guard is notified. Their accrual balance is unaffected.

Bulk actions

Tick the checkboxes on multiple rows and use the bulk action bar to approve or decline several requests at once. Useful at the start of a busy period when a backlog has accumulated.

Using the accrual balance

The balance column shows how many holiday days the guard has remaining. If a guard requests more days than they have accrued, consider discussing the request with them before approving. For sickness retrospective filings, approve to log the absence — it does not reduce the holiday balance.

Filtering and searching

Filter by Status (Pending / Approved / Declined), Date range, or Guard using the controls at the top. Filtering to "Pending" keeps the view focused on what needs a decision.

Holiday clashes

If multiple guards request the same week, check the rota before approving. Declining the request that would leave a site understaffed is legitimate — include a brief reason so the guard understands. Encourage early requests during popular periods to manage this fairly.

Cancelling approved leave (Senior Managers)

Senior managers can cancel a previously approved holiday if operational needs change. The guard is notified, the approved days are refunded to their balance, and the "OFF" block is removed from the rota. Use sparingly and communicate early — this is disruptive for the guard.