The Leave Request module allows agency staff, leave administrators, and payees to submit, review, and approve leave requests when leave is not captured through a timesheet.
📌 Note: Leave requests can be created directly in this module or generated automatically from approved timesheets.
⚠ Important: Your ability to submit, edit, approve, or cancel leave requests depends on your user permissions.
How Leave Is Recorded in FastTrack360
The Leave Request module supports two methods for recording absences:
Absence items on timesheets – When a timesheet containing an absence is approved, FastTrack360 automatically generates an approved leave request in the background.
Leave requests submitted via the Leave Request module – Used when no timesheet exists (for example, when a payee is not actively placed or the leave is in the future).
If a leave request overlaps with an available timesheet for the same payee, FastTrack360 applies the leave request to that timesheet.
What Payees Can Do
Payees with access to the Leave Request module can:
Submit their own leave requests for approval.
View the approval status of submitted requests.
Recall submitted leave requests if they have not yet been approved.
📌 Note: Payees can only edit their own leave requests while the status is Pending.
What Leave Proxies Can Do
Leave proxies can manage leave on behalf of payees they are responsible for, as defined on the Candidate record in Recruitment Manager.
Leave proxies can:
Submit leave requests on behalf of payees who cannot submit their own requests.
Approve leave requests submitted by their managed payees.
Cancel leave requests they created on behalf of payees before approval.
Cancel approved leave requests, depending on their user security permissions.
📌 Note: Only the initiator of a Pending leave request can edit it. If the payee created the request, only the payee can edit it.
⚠ Important: You may not be able to cancel approved leave requests that have already been paid if your security permissions restrict this action.
What Leave Administrators Can Do
Leave administrators have broader access and can perform all actions available to leave proxies. They can:
Action leave requests for any payee whose home office is included in their data group.
Cancel leave requests regardless of whether the request has already been paid.
Receive escalation notifications when an approver does not action a leave request within the required timeframe.
Approve or reject escalated leave requests on behalf of the intended approver.
Best Practices
Review leave requests promptly to prevent escalation notifications.
Check payee placement details to confirm when a timesheet may apply to a leave period.
Use clear comments when approving or rejecting requests to support audit transparency.
FAQs
Q1: Why did my leave request apply to a timesheet automatically?
Answer: If a leave request overlaps with a timesheet that is available for the same payee, FastTrack360 applies the request to that timesheet.
Q2: Who can edit a pending leave request?
Answer: Only the user who created the leave request can edit it while it is in Pending status.
Q3: Can a leave proxy cancel paid leave requests?
Answer: This depends on your user security permissions. Some proxies may not be able to cancel leave that has already been paid.
Q4: Why did I receive an escalation notification?
Answer: Leave administrators receive escalation notifications when an approver does not approve or reject a request within the required timeframe.