Booking time off with the Oak Absence application is quick and simple. Everything happens in one place, from choosing your dates to sending your request for approval.
The Who's Off calendars show who else is off in the areas you're a member of. If your organisation limits how many people can be off at once, you can see that before you make your booking.
This guide will walk you through submitting a holiday request, checking who else is off and tracking the status of your request.
This guide covers:
- Checking who's off in your department
- Submitting your holiday request
- Submitting several requests at once
- Checking the status of your request
Before you start:
- The Absence application needs to be enabled on your Oak site.
- Check whether your organisation has any rules on who, or how many people, can be off at the same time.
- The absence types and reason codes on your Oak site may have been set up by your organisation, so they may not match the ones shown in this guide.
Checking who's off in your department
- Go to the Oak Menu > Manage > Book time off. Your holiday plan will open.
[SCREENSHOT: Book time off in the Oak Menu]
- To see who's off in your department, select the department name. A deeper red on a date means more people are off.
- Select a date to see the names of the people who are off.
- To return to your own calendar, select the X next to the department name.
Submitting your holiday request
- On your holiday plan, select the date you want your time off to start. A pop-up window will open.
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Enter the start and end dates. These are mandatory.
Depending on how your holiday plan is set up, you will book in either hours or days.- For a morning only, set both drop-downs to AM.
- For a full day, tick All day.
- Use the Description field to add any extra detail for your reviewer.
- Select the absence type, then select a reason code. The reason code option only appears if an administrator has created reasons for that absence type.
- Leave Send for approval ticked and select OK.
Submitting several requests at once
If you want to book several separate periods of time off, you can add them all and then send them for approval together.
- For each booking, untick Send for approval before selecting OK.
- Once you've added all your bookings, select the drop-down arrow on the notification banner to see the changes waiting to be submitted.
- Select Submit for approval.
- Review the requests, add any comments, untick any you're not ready to submit, and select OK.
Checking the status of your request
Once submitted, your holiday calendar will update to show the absence:
- A folded top-right corner on the date means the request has been approved.
- A solid colour means the request is waiting for approval. A banner will also show while changes are waiting for approval.
Considerations, tips & guidance
- Check before you book: look at the Who's Off calendar first so you can spot any clashes with your team.
- Need to make a change? See How to cancel or change an absence request.