Leave, absences and cover

Team

Team

Leave, absences and cover

Decide leave and cover absences.

The problemTime-off requests arrive by message and nobody knows what was agreed, or who covers a sick day.

The resultRequests land in one list with a count of what is waiting, and each one is approved or rejected on the record.

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Example with sample data. Nothing here is real.

Step 1 of 3

Submit a request

Choose Submit leave request, pick the person and the leave type, set the start and end dates and add notes if useful. Staff can also ask for time off in the Heyva Team app, and it lands in the same list.

What you can do

  • Submit a leave request for a team member: annual, sick, maternity or unpaid
  • See waiting requests first, with the number waiting on the Leave Requests tab
  • Approve a request, or reject it and say why
  • Read a person's approved and pending leave days on their staff record
  • Record an absence and assign a substitute through the assistant

Who can use it

Owners and Admins can use this.

Submitting and deciding leave are separate permissions. Owners and Admins hold both out of the box.

Ask Heyva AI

  • Show leave requests waiting for a decision

  • Approve the leave request for next week

  • Record a sick day for a team member and assign a substitute

Questions

What is the difference between leave and an absence?
A leave request is asked for and then approved or rejected. An absence (sick, vacation, accident or other) is recorded after the fact and can be covered by a substitute.
How do I cover an absence?
Ask the assistant to record the absence and assign a substitute. The substitute must be a different team member. An absence starts as Open and becomes Covered once a substitute is assigned.
Can staff ask for time off themselves?
Yes. In the Heyva Team app a worker sends a request for holiday, sick or other time off, and can withdraw it while it is still waiting. You decide it here.
Where do I see how much leave someone has taken?
Open the person's staff record. It counts approved leave this year and pending requests in days and lists the history.
Can I start a workflow when someone asks for leave?
Yes. A new leave request and a withdrawn request are triggers in the workflow builder.
For AI agents

Heyva AI and connected assistants can do this with these tools:

  • heyva_list_leave_requests
  • heyva_create_leave_request
  • heyva_approve_leave_request
  • heyva_reject_leave_request
  • heyva_create_absence
  • heyva_assign_absence_substitute
  • heyva_set_absence_status

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Last reviewed 2 November 2026