Staff Leave
One member of staff asking for five days off, followed all the way — the policy that decides what they are owed, the balance they can see before they ask, the queue it lands in, the calendar that shows who else is already away, and the record both sides keep afterwards.
Two people, one record, and no paper slip
Leave is the most common HR transaction a school runs and the one most often kept in a drawer. The cost of the drawer is not the paperwork — it is that nobody can answer the two questions that matter: how many days does this person actually have left, and who else is already away that week. EaseAcademia keeps one record that both sides read. The employee sees their own balance before they ask; the approver sees the request beside every other absence in the same period; and the days come off an entitlement the school configured once rather than off somebody’s memory. Leave is part of the HR Management module.
On this page
What people are owed, decided once
Before anybody asks for a day, the school has to have said what a day is worth. Leave types carry the vocabulary — annual, sick, study, casual, maternity — and the policies behind them carry the arithmetic, per contract type, so a part-time teacher and a permanent one are not entitled to the same thing by accident.
Leave types, and the policy under each
A type says what the leave is called, whether it is paid, and whether it needs approval at all. The policy beneath it says how many days a year, how many carry over, how much notice is required and whether documentation has to be attached — and it is set per contract type, which is where most schools’ spreadsheets quietly go wrong.
Ready to run your school on this?
Every screen in “What people are owed, decided once” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Asking, with the answer already visible
The employee’s half is deliberately short, and it starts with the thing a paper form never shows: what they have left. Knowing the balance before writing the request is what stops most of the back-and-forth that leave normally generates.
What I have left
Entitlement, taken, pending and remaining, per leave type — computed from the policy in step one rather than tracked by hand. Pending days are held against the balance, so a second request cannot quietly overdraw the first.
The request itself
Type, dates, reason — and the balance the request draws against, on the same screen. The form counts the days for you, and the offline draft means a request half-written on a phone in a corridor is not lost when the signal goes.
See this on your own school’s data.
Every screen in “Asking, with the answer already visible” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Deciding with the whole week in view
An approver is not really judging one request; they are judging whether the school can spare this person on those days. That takes two screens — the queue, and the thing no request form can tell you: who else is already away.
The queue
Every request in the school with its type, its dates, its length and who it is from — pending at the top, because those are the only ones anybody has to do something about. The decision is taken on the row: there is no separate approvals screen to keep in sync.
Who else is away
The same approved absences, placed on a calendar. It answers the question that actually decides most requests — three of the science department are already off that week — and it is the reason leave belongs in the same system as the timetable rather than in an inbox.
What it cost, school-wide
The other side of the employee’s balance screen: every member of staff’s entitlement and what is left of it. It is the screen that catches the two things a drawer never does — somebody who has taken nothing all year, and somebody who is about to go over.
Set this up for your team.
Every screen in “Deciding with the whole week in view” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
The same record, from the other end
The last screen is the first one again, after a decision. Nothing was copied between the two halves of this flow — the row the office approved is the row the employee is reading, which is why the days remaining have already moved.
What I asked for, and what came back
The employee’s own requests with their status, who decided them and when. An approved request has already come off the balance they saw in step two, and a declined one carries the reason — which is the difference between a decision and a rumour.
Ready to run your school on this?
Every screen in “The same record, from the other end” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Run your whole school on one connected platform
Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.