What it is?
Workers (mobile app) to view and request Annual Leave, and track the status of their requests.
Admins to add all leave types, review, approve, reject or amend leave while keeping the rota accurate.
This ensures both workers and managers always have a clear view of availability, absences and pay-related timesheets.
Leave Types & Setup
Leave types (e.g. Annual Leave, Sick Leave, Maternity, Paternity, Unpaid Leave etc.) are configured during the onboarding/implementation phase by the Florence team. This includes setting up leave types, defining allowances, and any other relevant options.
⚠️ If you need a new leave type added or changes made to your leave configuration after go-live, please contact your Florence implementation contact or reach out to support.
Why we need it
Save time: Workers submit Annual Leave requests directly in the app, reducing admin workload.
Accuracy: Approved leave is added straight into the rota and billing, preventing scheduling or payroll errors.
Transparency: Workers see their leave and request status at all times.
How it works
Worker (Florence Go App) — Annual Leave
Workers can submit Annual Leave requests directly via the Florence Go app. All other leave types must be added by an admin on the desktop.
Go to Menu > Leave.
View Leave Requests — your existing requests are listed with a status:
Approved = Leave granted
Pending = Awaiting approval from your manager
Rejected = Request declined (with reason)
Cancelled = Request has been cancelled
Tap Request Leave → select Annual Leave as the leave type, then choose your dates (full or half-days).
Add hours — enter the number of leave hours for your request. This can be an estimate if the rota isn't published yet; your admin can always update it. Optionally add a note.
Submit your request. You'll receive a push notification when your admin takes action.
Edit requests if needed:
Pending leave = editable.
Approved leave = editable, but the request reverts to Pending and must be re-approved.
Cancel a request if it's no longer needed — this notifies your manager.
Admin Staff View (Desktop)
Accessing & Viewing Leave
Log into the Florence portal and navigate to Rota > Leave.
You'll see a list of all leave requests across your staff, with filters for status (Pending, Approved, Rejected, Cancelled) and date range.
Click any request to open the detail panel and see the full leave information, hours, and any notes.
Approving, Rejecting & Managing Leave
From the leave detail panel, choose your action:
Approve → leave is added directly to the rota.
Reject → you must select a rejection reason before confirming.
Approve with conflicts → use this when the worker has shifts rostered during the leave period (see below).
Revoke → cancels previously approved leave and returns it to the rota.
Admins can also:
Manually add leave for any worker and any configured leave type (Annual Leave, Sick Leave, Maternity, etc.) directly from the Leave tab — select the worker, leave type, dates, and hours.
Cancel leave that has already been approved if circumstances change.
Viewing Conflicts & Reassigning Shifts
When a leave request overlaps with rostered shifts, Florence will flag this as a conflict.
Open the leave request — any conflicting shifts will be displayed within the request panel.
You can review which shifts are affected and see whether cover is already in place.
Select Approve with conflicts to approve the leave and handle the affected shifts:
Reassign the shift to another worker, or
Post the shift as open for other staff to pick up.
Editing Leave Requests
Admins can edit any leave request at any time, including:
Adjusting the leave dates or hours.
Changing the leave type.
Adding or updating notes.
To edit, open the request from the Leave tab and make your changes in the detail panel. If an approved request is edited, it may revert to Pending depending on the change made.
How Leave Appears on the Rota View
Once leave is approved, it is reflected directly on the rota view:
The worker's row will show a leave block for the relevant dates, colour-coded by leave type.
Hovering over or clicking the leave block shows the leave type and hours.
This gives managers an at-a-glance view of staff availability when planning and publishing rotas.
Workers on leave will not appear as available for shift assignment during that period.
Notifications
Workers receive SMS/app notifications when:
Their request has been approved.
Their request has been rejected (with the reason included).
Their approved leave has been revoked.
FAQs
What if the rota hasn't been created yet?
Workers (or admins) will need to add estimated hours of leave. This can always be edited closer to the time to ensure accuracy for payroll.
Can workers exceed their allowance?
Yes, the system will allow workers to go into a negative leave balance, but it will display a warning that they are over their limit.
How is leave tracked?
Leave is shown in days and half-days but is always tracked in hours for payroll purposes. E.g. booking 3 days = 36 hrs.
Can admins edit a worker's leave request?
Yes, an admin can edit the leave request, including the hours requested, the leave type, and the dates.
What happens if approved leave is edited by a worker?
It goes back to Pending and must be re-approved by their manager.
Are rejection reasons mandatory?
Yes, admins must select a reason when rejecting a request. Example: "Too many staff already off."
As a staff member, how can I see who is on leave today?
At the bottom of the Home page you can see all staff who are out of office for that day.
Can you request different leave types?
Workers can only request Annual Leave via the Florence Go app. All other leave types (e.g. maternity, paternity, sick leave, unpaid leave) must be added by an admin on the desktop.
When are leave types set up?
Leave types are configured during the implementation/onboarding phase by the Florence team. This includes adding all leave types, setting allowances, and defining any relevant options. Any changes after go-live should be requested via your Florence contact or the support team.