Leave Management

Manage staff leave requests, track entitlements, and ensure adequate coverage for your practice.

Overview

Praxi's leave management system handles:

Feature	Description
Leave requests	Staff submit and managers approve
Balance tracking	Automatic accrual and usage
Coverage planning	Identify and fill gaps
Calendar integration	Block bookings during leave
Compliance	Fair Work Act requirements

Leave Types

Leave Types

Praxi supports the following leave types, aligned with Australian Fair Work requirements:

Type	Description	Typical Entitlement
Annual leave	Paid vacation	4 weeks/year (full-time)
Sick leave	Paid sick leave	10 days/year
Personal/carer's leave	Leave to care for dependants	10 days/year
Compassionate leave	Bereavement	2 days per occasion
Parental leave	Birth/adoption	12 months unpaid
Long service leave	Extended service	Varies by state
Unpaid leave	Leave without pay	As agreed
Public holiday	System-managed	As gazetted

Automatic Leave Accrual

Leave balances accrue automatically on a fortnightly cycle. The system runs a weekly check and accrues leave when two weeks have passed since the last accrual, following the Australian Fair Work standard of 4 weeks annual leave per year (0.769 days per fortnight for full-time employees).

Leave Balances

How Balances Work

Setting	Options
Accrual method	Per pay period, annually, on anniversary
Accrual rate	Hours per period
Cap	Maximum balance allowed
Carryover	Limit on year-end balance

Viewing Balances

Staff can view their balances:

1. Go to My Profile → Leave
2. See current balances
3. View upcoming leave
4. Check accrual history

Managers can view team balances:

1. Go to Staff → Leave → Balances
2. See all team member balances
3. Export for reporting

Manual Adjustments

To adjust a balance:

1. Go to Staff → [Staff Member] → Leave
2. Click Adjust Balance
3. Select leave type
4. Enter adjustment (positive or negative)
5. Add reason
6. Save

Audit Trail All balance adjustments are logged with who, when, and why

for compliance purposes. :::

Requesting Leave

Staff Self-Service

Staff can request leave:

1. Go to My Leave → Request Leave
2. Select leave type
3. Choose dates
4. Add notes (optional)
5. Submit request

Request Form

Field	Description
Leave type	Annual, personal, etc.
Start date	First day of leave
End date	Last day of leave
Partial days	Start/end half days
Notes	Reason or context
Attachment	Medical certificate if required

Checking Balance Before Requesting

The system shows:

• Current balance
• Pending requests
• Projected balance after request
• Warning if insufficient balance

Approving Leave

Approval Workflow

Staff requests → Manager notified → Review → Approve/Reject → Staff notified

Reviewing Requests

1. Go to Staff → Leave → Requests and filter by status Pending
2. Review each request:
   • Check balance is sufficient
   • Preview appointment impact (see below)
   • Check for conflicts with other team leave
3. Click Approve or Reject (a reason is required when rejecting)

Appointment Impact Preview

Before approving leave, you can preview which appointments will be affected:

1. Go to Staff → Leave → Impact
2. Select the staff member and date range
3. The system shows all existing appointments that fall within the leave period
4. Plan rescheduling or reassignment before approving

Coverage Management

Identifying Gaps

When leave is approved, check coverage:

1. Go to Staff → Leave → Coverage
2. Select date range
3. View:
   • Days with reduced coverage
   • Practitioner availability
   • Client bookings affected

Handling Client Appointments

Scenario	Options
Advance notice	Reassign or reschedule
Short notice	Contact clients to reschedule
Emergency	Locum or emergency cover

Locum Management

For extended leave:

1. Add locum as temporary staff
2. Assign clients/appointments
3. Set end date for access
4. Handover notes

Calendar Integration

Blocked Bookings

When leave is approved:

• Practitioner marked unavailable
• Online booking blocked
• Existing appointments flagged

Viewing Leave on Calendar

View	Shows
Day view	Leave indicator on practitioner
Week view	Coloured block for leave
Month view	Leave summary
Team view	All team leave at once

Leave Policies

Creating Policies

1. Leave policies are configured with your staff contracts -- see Contracts
2. Click Create Policy
3. Configure:
   • Policy name
   • Who it applies to
   • Entitlements by leave type
   • Accrual rules
   • Approval requirements

Policy Rules

Rule	Description
Minimum notice	Days before leave starts
Maximum consecutive	Limit on continuous leave
Blackout periods	Dates leave can't be taken
Certificate required	Personal leave > X days
Approval levels	Who can approve what duration

Example Policies

Staff Type	Annual Leave	Personal Leave	Notes
Full-time	20 days/year	10 days/year	Standard entitlements
Part-time	Pro-rata	Pro-rata	Based on hours
Casual	Loading paid	Not applicable	25% loading instead
Contractor	Not applicable	Not applicable	Self-managed

Compliance

Fair Work Requirements

Praxi helps you comply with Australian leave requirements:

Requirement	How Praxi Helps
Record keeping	All leave tracked and auditable
Entitlements	Auto-calculates based on service
Request process	Documented approval workflow
Balance visibility	Staff can always see balances

Medical Certificates

Leave Duration	Certificate Required
1-2 days	Typically not required
3+ days	Usually required
Patterns	May request for patterns

Configure certificate requirements in leave policy settings.

Reporting

Available Reports

Report	Contents
Leave Balances	Current balances by staff
Leave Taken	Leave used in period
Leave Liability	Financial value of accrued leave
Coverage	Days with reduced staffing
Patterns	Personal leave patterns

Running Reports

1. Go to Reports → Payroll → Leave
2. Select report type
3. Set date range
4. Filter as needed
5. Export to Excel or PDF

Notifications

Automatic Notifications

Event	Who	Channel
Request submitted	Manager	Email + in-app
Request approved	Staff	Email + in-app
Request rejected	Staff	Email + in-app
Low balance	Staff	In-app
Coverage gap	Managers	Email

Best Practices

For Practice Owners

1. Set clear policies - Document leave rules and processes
2. Plan ahead - Encourage advance notice for leave
3. Monitor patterns - Watch for concerning trends
4. Ensure coverage - Always have backup plans
5. Track liability - Review accrued leave regularly

For Staff

1. Request early - More notice = easier approval
2. Check balance - Verify before requesting
3. Consider team - Avoid peak periods
4. Communicate - Handover before leave
5. Provide certificates - When required

Troubleshooting

Balance Incorrect

1. Check accrual settings
2. Review adjustment history
3. Verify start date
4. Check employment type
5. Contact payroll if needed

Request Not Appearing

1. Verify request was submitted
2. Check manager assignments
3. Look in correct date range
4. Refresh the page

Calendar Not Blocking

1. Confirm leave is approved
2. Check availability sync settings
3. Verify date range correct
4. Clear browser cache

Who can manage leave

All staff can view their own leave balances, submit leave requests, and check the impact of upcoming leave on their schedule. Practice owners and practice managers approve and reject leave requests across the practice, manage leave policies, adjust balances, and view team-wide leave reports.

Related

• Staff Overview
• Timesheets
• Contracts
• Calendar Views
• Public Holidays

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