What it is?
Leave Requests & Timesheets are tools in Florence that make it easier for:
Workers (mobile app) to view and request time off, and track the status of their leave.
Home admins to 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.
Why we need it
Save time: Workers submit Annual Leave requests directly in the app, reducing admin staff 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 (Mobile App)
Go to Menu > Leave.
View Leave Request
Approved = Leave granted
Pending = Requests awaiting approval.
Rejected = Request granted
Tap Request Leave → select type (for now just “holiday” as leave type) and dates (full or half-days). Adding hours and notes are optional.
Submit request (balance shown is an estimate if rota not published).
Track status
Pending, Approved, Rejected, Cancelled.
Edit requests
Pending leave = editable.
Approved leave = editable but reverts to Pending.
6. Cancel requests if needed (notifies managers)
Care Home Staff View
Log into the Florence portal > Leave tab.
Review requests:
See who else is on leave.
Check rota conflicts.
3. Choose action:
Approve → leave added to rota.
Reject → must select rejection reason.
Approve with conflicts → reallocate shifts.
Revoke → rejected after approval
4. Admins can also:
Manually add leave.
Cancel leave
You can only Cancel leave if the leave was added by an admin. It will not notify the worker.
Notifications
Workers get SMS/app notifications:
“Your holiday request has been approved.”
“Your holiday request has been rejected” (with reason).
FAQs
What if the rota hasn’t been created yet?
Workers (or Admin) will need to add in their estimated hours of leave but this can always be edited closer to the time so it is accurate for payroll.
Can workers exceed their allowance?
Yes, the system will allow workers to go into a negative leave balance but it will display 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.
E.g. I could book off 3 days which is 36 hrs.
Can admins edit a worker’s leave request?
Yes, an admin can edit the leave request and the hours requested off by the worker.
What happens if approved leave is edited by a worker?
It goes back to Pending and must be re-approved by their line manager.
Are rejection reasons mandatory?
Yes, admins must choose a reason when rejecting. 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 out of office for that day.
Can you request different leave types?
As a staff member/ admin, you can mark your workers as multiple leave types (maternity, paternity, sick leave, unpaid leave etc). For now, a worker can only request Annual Leave and any other type of leave will need to be booked off by an admin.