ARTICLE: Recurring Leave Events

ARTICLE: Recurring Leave Events


The feature to create recurring leave events can be incredibly useful and time saving to Leave management. Simply 'Add New Leave' and while creating this item, setup a recurring pattern, select which day, week and an end date, or use the 'X Times' option.


Setup Leave Recursion options

Go to System Configuration >> Leave General

The first step, as administrator, or just as an initial setup for Leave for your school. Leave General provides many options to control how Leave and it features function across your Reach portal.
One item, 'Show Recurring Leave' controls if the option will be made available for use within Leave Management. If recurring is required, switch this to 'Yes'. 

Go to System Configuration >> Leave Types

The second step is to adjust the Recurring option for each individual Leave Type, this can be done during the creation of each item, or can be adjusted at any time.
The Leave Type Management table shows the status of each Leave Type, this can be seen via the column header, which can be clicked to rank the data.
Click on a line item to update the status of a current item or click on either 'Add Leave Type' or 'Clone Leave Type to adjust new items.
Once open, on the first tab, General, scroll down and on the left side you will see 'Show Recurring Leave', here you can select from No / Yes.
Be sure to save your settings within System Configuration.




Create Recurring Leave

Go to Leave Management >> Create new Leave Request

Next is to test the recurring setting, within a new Leave Request, scroll down and you will see there is no option for Recurring.
Select a student, then select a Leave Type that has active Recurring switched on. Scroll down again and you will see the Recursion option has appeared.
Complete the Leave Request as normal, once you get to Recursion, now is the time to think how you would like this to function.
By default Recursion is set to 'Once Off', being this new Leave Request, however, if this is for weekly Basketball training, then we can use the Recursion.
Click on recursion and select "uses Pattern', the next section will pop open, click on 'Every' and select if you require the 1st/2nd/3rd/4th week of the month to Recur.
We need weekly for this example of weekly basketball, so we can leave it on 'Every' = Week.
Next is to select the day/s of the week required, tick each box as needed.
Then click on 'Until Date' and you can select this Recursion to finish based on the date, or how many Leave Requests, by using 'X Times'.
 - Until Date - using this option, the calendar it provided for your date selection
 - X times - Using this option, you can enter the number, or the arrows to scroll the number required - 60 times is the maximum

Using the Recurring Leave field will generate a sequence of leave events that will be approved by the one set of permissions for the leave initial leave request.  Once the initial leave request is approved then the whole sequence of recurring events will also be approved.  Only the most recent leave event will be displayed in the Manage Leave screen from a recurring set of leave events. 



Recurring leaves are limited to no more than 60 leaves in a series.  Trying to create a recurring leave series for more than 60 leaves will result in an alert to decrease the number of recursion dates.


View and Edit Recurring Leave 

Go to Leave Management >> Leave overview

This table allows you to view the future leave items of every student in your school, by using the filters and ranking column headers, you can view the data, and export.

In the image below, we can see Year 12 student Luc has a recurring leave item, for every Sunday between 09:00-14:00.

To click on a green highlighted item, will open the Leave Details screen for that item, here you can change details as normal.
NOTE: You can not change the Recursion details once it is created and saved. 
You can edit general details or delete the event.


Go to Leave Management >> Manage Leave

This table allows you to view current Leave items, use the filters and rank column headers to adjust the view.
As we can see with the image, student Beatson has a Recurring leave item, for Weekend Leave, this is indicated by icon and 1/16 ration in the Properties column.
To click on a line item, will slide down the view screen, click on edit to view the full leave item in the Leave Details screen, here you can change details as normal.
NOTE: You can not change the Recursion details once it is created and saved. 
You can edit general details or delete the event.



Delete Recurring Leave items

When deleting a Leave item that is part of a recurring leave sequence, you will be asked to confirm between deleting an 'Entire Series' or a 'Single Request'.


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