Managing staff leave requests and approval

What this is

Staff leave lets your team members request time off (holidays, sick days, personal time) directly in Trimsy. You review and approve these requests, and once approved, those dates automatically become unavailable for customer bookings.

How staff request leave

Your team members can submit leave requests themselves:

1. They log into their Trimsy account
2. Navigate to Sidebar ▸ Staff ▸ Leave
3. Click to request new leave
4. Select the start and end dates for their time off
5. Add a reason or note (optional but helpful)
6. Submit the request

Once submitted, the request goes to you as the owner for approval.

How to approve or decline leave requests

As the owner or manager, you'll review all leave requests:

1. Go to Sidebar ▸ Staff ▸ Leave
2. You'll see a list of pending leave requests from your team
3. Review the staff member's name, requested dates, and reason
4. To approve: Click the approve button — the dates are now blocked off and won't show as available to customers
5. To decline: Click decline if the dates don't work for your business — the staff member will see the rejection and can request alternative dates

What happens after approval

Once you approve a leave request:

• Those dates become unavailable in your online booking calendar
• Customers can't book that staff member for any services on those days
• The staff member's unavailability shows in your schedule
• If you've set up auto-confirmations or notifications, your system respects the leave block

What happens if you decline

If you decline a leave request:

• The dates remain bookable
• Your staff member receives notification of the decline
• They can request different dates or discuss alternatives with you

Tips for managing leave smoothly

• Check regularly: Review pending requests at least weekly so staff know decisions quickly
• Plan ahead: Encourage team members to request leave well in advance, especially around holidays
• Keep coverage in mind: Before approving, check you have enough staff to cover bookings on those dates
• Communicate: If declining, let staff know why so they can suggest alternative dates
• Bulk cover: If multiple staff request the same dates, you can see this in the leave list and plan accordingly

Viewing approved leave

Once approved, you can see all staff leave on your main schedule. Approved leave dates are clearly marked, making it easy to spot when team members are unavailable and plan your week ahead.