Booking time off

You request your days from Time tracking → Time off. Every request starts as Pending and is decided by your direct manager or HR, except sick leave, which is reported without approval.

Before you start

Orquiva checks three things and won’t let you send the request if they fail:

• You can’t overlap another request of yours. If you already have days requested or approved on those dates, Orquiva refuses it with “A request already exists for those dates”.
• You can’t request more vacation than you have left. For types that come out of your balance, the dialog shows how many days you’ll have left and, if you go over, the button locks with Max. N days. How the balance is worked out is in Absence types and your day balance.
• Some types have a yearly limit. When you pick one you’ll see You have N days left of M this year.; if you go over it, the request is refused.

There’s no minimum notice: you can request tomorrow off.

Creating a request

Requests are always for whole days, and only for days you work: days your schedule doesn’t include and public holidays are left out. If the range crosses them — two weeks with a weekend in the middle, for example — Orquiva creates one request for each unbroken run of working days, and you’ll see several in My requests. On the Time off tab you can also drag across My row in the team grid to open the dialog with those dates.

Sick leave: reported, not approved

If you choose sick leave, the dialog tells you Your manager is notified: it doesn’t need approval. The request is approved as soon as you send it and your manager gets a notice.

If you don’t know yet when you’ll be signed back to work, tick I don’t know when it ends yet. The leave stays open (Ongoing) and, once you’re back, you close it from My requests with Record the end. The doctor’s note is attached like any other supporting document.

What happens next

• The request shows in My requests as Pending and counts as pending in your balance.
• Your direct manager gets “Time off awaiting review” in their inbox. If you don’t have a manager assigned, your company’s administrators get it. Whoever holds the time-off permission at your company, usually HR, can also decide it. What they see is in Approving your team’s time off.
• Once it’s decided, you get a notice in your inbox and an email. If it’s rejected, a reason is required and it’s in the email and on the request.

While it’s Pending you can change the type, but not the dates: for that, cancel it and request again. How to cancel, and what happens if the time off has already started, is in Tracking your requests.

If something goes wrong

The Send request button is locked and says Max. N days. You’re asking for more days than your balance has left. Shorten the range, or talk to HR if you think the balance is wrong.

It says “You have no vacation days available.” Your balance is 0: HR may not have loaded this year’s days yet. Ask them.

It says “A request already exists for those dates.” You have another pending or approved request that overlaps. Check it in My requests.

It says “You must attach a document to submit the request.” That type requires a supporting document. Attach it before sending.

I can’t find the type I need. Your company sets up the types. Ask HR.