> ## Documentation Index
> Fetch the complete documentation index at: https://docs.fentufsm.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Leave Management

> Managing technician time off and availability

<img src="https://mintcdn.com/fentu/U6fCSxeDS0owwc1L/images/fentu-fsm/workforce/leave-list.png?fit=max&auto=format&n=U6fCSxeDS0owwc1L&q=85&s=69e41a4159f7dd4c23f76d812b390f62" alt="Leave Management List View" width="1280" height="720" data-path="images/fentu-fsm/workforce/leave-list.png" />

## Overview

Leave Management tracks technician time off, ensuring dispatchers know who is available and can plan coverage accordingly. This includes vacation, sick days, training, and any other scheduled absences.

<Note>
  Accurate leave tracking prevents scheduling conflicts. Nothing frustrates customers more than appointments being rescheduled because the technician is unexpectedly unavailable.
</Note>

## When to Use Leave Management

Manage leave for:

* **Vacation Requests** - Planned time off
* **Sick Days** - Illness-related absences
* **Training** - Off-site training and certifications
* **Personal Days** - Other planned absences
* **Company Holidays** - Organization-wide time off
* **Jury Duty/Other** - Required absences

<Tip>
  Encourage technicians to submit leave requests well in advance. Early notice allows better coverage planning.
</Tip>

***

## Leave Information

Each leave record includes:

| Field          | Description                            |
| -------------- | -------------------------------------- |
| **Technician** | Who is taking leave                    |
| **Leave Type** | Category of absence                    |
| **Start Date** | When leave begins                      |
| **End Date**   | When leave ends                        |
| **Hours/Days** | Duration of absence                    |
| **Status**     | Requested, Approved, Denied, Cancelled |
| **Notes**      | Additional information                 |
| **Approver**   | Who approved the leave                 |

### Leave Types

| Type            | Description                      |
| --------------- | -------------------------------- |
| **Vacation**    | Planned paid time off            |
| **Sick**        | Illness or medical appointment   |
| **Personal**    | Personal day or floating holiday |
| **Training**    | Education or certification       |
| **Jury Duty**   | Court-required service           |
| **Bereavement** | Family loss                      |
| **Unpaid**      | Leave without pay                |
| **Other**       | Miscellaneous absences           |

***

## Submitting Leave Requests

### For Technicians

<Steps>
  <Step title="Navigate to Leave">
    Access leave request function
  </Step>

  <Step title="Click Request Leave">
    Start new request
  </Step>

  <Step title="Select Leave Type">
    Choose appropriate category
  </Step>

  <Step title="Enter Dates">
    Specify start and end dates
  </Step>

  <Step title="Add Notes">
    Provide any relevant details
  </Step>

  <Step title="Submit Request">
    Send for approval
  </Step>
</Steps>

### For Managers

Managers can enter leave on behalf of technicians:

1. Select technician
2. Create leave record
3. Set type and dates
4. Approve immediately or save as pending

<Warning>
  Always check scheduled work before approving leave. Conflicting appointments need to be reassigned first.
</Warning>

***

## Leave Approval

### Approval Workflow

<Steps>
  <Step title="Request Submitted">
    Technician submits leave request
  </Step>

  <Step title="Manager Notified">
    Approving manager receives notification
  </Step>

  <Step title="Review Request">
    Manager checks dates and coverage
  </Step>

  <Step title="Check Conflicts">
    System identifies any scheduling conflicts
  </Step>

  <Step title="Approve or Deny">
    Manager makes decision
  </Step>

  <Step title="Technician Notified">
    Requester informed of decision
  </Step>

  <Step title="Calendar Updated">
    Approved leave blocks scheduling
  </Step>
</Steps>

### Approval Considerations

Before approving, check:

* Are there scheduled appointments during the leave period?
* Is adequate coverage available?
* Are other team members already off?
* Is this during a peak period?

<Info>
  Configure rules for automatic conflict detection. The system can alert when leave would create coverage problems.
</Info>

***

## Calendar Integration

### Blocking Availability

Approved leave:

* Removes technician from available pool
* Blocks new scheduling during leave
* Shows on dispatch calendar
* Appears in technician's schedule

### Viewing Leave

See leave information in:

* Dispatcher calendar
* Resource dispatcher view
* Technician schedule
* Leave reports

### Conflict Resolution

When leave is requested for dates with existing appointments:

1. System flags the conflict
2. Work must be reassigned before approval
3. Or leave request is modified
4. Or request is denied

***

## Leave Policies

### Configurable Settings

| Setting                | Description                    |
| ---------------------- | ------------------------------ |
| **Accrual Rules**      | How leave is earned            |
| **Maximum Balance**    | Cap on accumulated leave       |
| **Advance Notice**     | Required request lead time     |
| **Blackout Dates**     | Dates when leave is restricted |
| **Approval Hierarchy** | Who can approve                |

### Holiday Management

For company-wide holidays:

1. Define holiday calendar
2. Holidays automatically block scheduling
3. Apply to all or specific technicians
4. Handle emergency coverage separately

<Tip>
  Set up blackout dates for peak seasons when you can't afford reduced staffing. Requests during blackouts require additional approval.
</Tip>

***

## Reporting

### Available Reports

| Report             | Shows                                  |
| ------------------ | -------------------------------------- |
| **Leave Balances** | Remaining leave by type per technician |
| **Leave History**  | Past leave taken                       |
| **Leave Calendar** | Visual calendar of all leave           |
| **Coverage Gaps**  | Dates with reduced coverage            |
| **Leave Trends**   | Patterns in leave usage                |

### Using Reports

* **Capacity Planning** - Anticipate staffing levels
* **Balance Monitoring** - Identify technicians with high unused balances
* **Trend Analysis** - Spot patterns (e.g., high sick days on certain days)
* **Compliance** - Ensure policies are followed

***

## Best Practices

<AccordionGroup>
  <Accordion title="Advance Requests" icon="calendar">
    Encourage early leave requests. More notice means better coverage planning.
  </Accordion>

  <Accordion title="Clear Policies" icon="file-alt">
    Document and communicate leave policies clearly. Consistency prevents conflicts.
  </Accordion>

  <Accordion title="Cross-Training" icon="users">
    Ensure multiple technicians can cover each territory and skill set. Single points of failure cause problems.
  </Accordion>

  <Accordion title="Balance Monitoring" icon="balance-scale">
    Monitor leave balances. Encourage use before year-end to prevent everyone requesting off simultaneously.
  </Accordion>

  <Accordion title="Fair Distribution" icon="handshake">
    Ensure holidays and peak times are shared fairly. Rotate who works holidays annually.
  </Accordion>

  <Accordion title="Emergency Plans" icon="ambulance">
    Have procedures for unplanned absences. Who covers when someone calls in sick?
  </Accordion>
</AccordionGroup>

***

## Common Questions

<AccordionGroup>
  <Accordion title="Can technicians see their leave balance?" icon="question">
    Yes, technicians can typically view their accrued and used leave through the technician portal or mobile app.
  </Accordion>

  <Accordion title="What happens to pending leave requests when dates pass?" icon="question">
    Configure automatic handling - they can expire, be auto-denied, or remain pending for manual review.
  </Accordion>

  <Accordion title="Can leave be cancelled?" icon="question">
    Yes, both technicians and managers can cancel approved leave before it begins. Work rescheduling may be needed.
  </Accordion>

  <Accordion title="How do I handle half-days?" icon="question">
    Most leave systems support partial day entries. Specify hours instead of full days.
  </Accordion>

  <Accordion title="Can multiple people be off at once?" icon="question">
    System can be configured to warn or prevent overlapping leave that reduces coverage below thresholds.
  </Accordion>

  <Accordion title="How does leave affect payroll?" icon="question">
    Leave records can integrate with payroll systems if configured. Otherwise, export leave data for payroll processing.
  </Accordion>
</AccordionGroup>

***

## Related Documentation

<CardGroup cols={2}>
  <Card title="Technicians" icon="user-gear" href="/workforce/technicians/technician-management">
    Technician profiles
  </Card>

  <Card title="Dispatcher" icon="paper-plane" href="/service-apps/dispatcher">
    Scheduling and dispatch
  </Card>

  <Card title="Resource Dispatcher" icon="users-gear" href="/service-apps/resource-dispatcher">
    Resource calendar view
  </Card>

  <Card title="Teams" icon="users" href="/workforce/teams/teams">
    Team coverage
  </Card>
</CardGroup>