What it is?
Leave Requests & Timesheets are tools in Florence that make it easier for:
Workers (mobile app) to view entitlements, 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 requests directly in the app, reducing admin staff workload.
Accuracy: Approved leave and timesheets flow straight into the rota and billing, preventing scheduling or payroll errors.
Transparency: Workers see their entitlement 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).
Cancelled/rejected leave cannot be edited.
FAQs
What if the rota hasn’t been created yet?
Workers will still see an estimated balance. The final deduction is confirmed once shifts are rostered.
Can workers exceed their allowance?
No. The system won’t allow them to request dates that exceed their entitlement (E.g. it will display -2 days)
How is leave tracked?
Leave is shown in days and half-days. (Conversion to hours = future enhancement).
Can admins edit a worker’s leave request?
Not at this time. Admins can only approve, reject or cancel. Workers must resubmit if changes are needed.
What happens if approved leave is edited by a worker?
It goes back to Pending and must be re-approved.
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?
This is coming next - we will be adding different types like unpaid, sick leave, mat leave but Care Home staff can add these leave types currently if they add the leave themselves.