Leave of Absence (LOA)
Manage staff time off requests. LOA allows team members to take approved breaks without affecting their standing.
What is LOA?
Leave of Absence is approved time off where:
- Activity requirements are paused
- Staff member isn't marked as inactive
- Their position is preserved
- They can return when ready
Viewing LOAs
On Staff Management Page
- Stats show "Staff on LOA" count
- Each staff member shows active LOA count
- Filter by "On LOA" to see all
Individual Staff
Click on a staff member to see their LOA history.
Creating an LOA
- Find the staff member in Staff Management
- Click the menu icon
- Select "Create LOA"
- Fill in the details:
| Field | Description |
|---|---|
| Start Date | When the leave begins |
| End Date | Expected return date |
| Reason | Why they need time off |
| Notes | Additional information |
- Click "Create"
LOA Information
Each LOA records:
| Field | Description |
|---|---|
| Start Date | When leave began |
| End Date | Expected return |
| Duration | Length of leave |
| Reason | Why they're away |
| Status | Active or Ended |
| Created By | Who approved it |
Managing Active LOAs
Extend an LOA
If someone needs more time:
- Find the staff member
- Click menu > "Extend LOA"
- Set new end date
- Add reason for extension
- Save
End LOA Early
If someone returns early:
- View their profile
- Find the active LOA
- Click "End LOA"
- Confirm
Their activity tracking resumes immediately.
LOA Status
| Status | Meaning |
|---|---|
| Pending | Waiting for approval |
| Scheduled | Approved, starts in the future |
| Active | Currently on leave |
| Expired | End date has passed |
| Cancelled | Cancelled by an admin |
LOA Dashboard
LOA requests are also visible in the dashboard under Staff Management. From the dashboard, you can:
- View all LOA requests across your server
- Filter by status (pending, active, expired, cancelled)
- Search by name or reason
- Cancel active LOAs directly
- Expire past LOAs that were not ended properly
The dashboard view gives admins a quick overview of who is away and for how long, without needing to check individual staff profiles.
LOA Reasons
Common reasons for leave:
- Vacation - Planned time off
- Personal - Personal matters
- Medical - Health-related
- School/Work - External commitments
- Emergency - Unexpected situations
- Burnout - Mental health break
Who Can Create LOAs
- Staff members may be able to request their own LOA
- Higher-level staff can create LOAs for others
- Configured through staff role permissions
Notifications
LOA notifications can include:
- LOA Created - When leave is approved
- LOA Ending Soon - Reminder before return date
- LOA Ended - When leave concludes
Best Practices
Be Flexible
- Life happens - be understanding
- Don't require excessive detail
- Approve reasonable requests promptly
Plan Coverage
- Note who's out and when
- Ensure adequate staff coverage
- Plan around known absences
Communication
- Welcome staff back when they return
- Keep them informed of major changes
- Don't overwhelm them immediately
Reasonable Limits
Consider setting guidelines:
- Maximum LOA duration (e.g., 30 days)
- Notice period for planned leave
- Process for emergency leave
Documentation
- Record reasons for your records
- Track patterns (frequent LOAs may indicate issues)
- Use notes for additional context