< Holidays < Automated Holiday Request Email

When a planned period of absence has been requested by either an administrator or a staff member using the book holiday feature, an automatic email is generated by the system. This email (see screen shot below) contains information about who the period of absence is booked for and what dates are requested. If the holiday conflicts with services already booked in the staff member's calendar / diary, then this is also highlighted in the email.

Who receives the automatic email?

The automatic email requesting periods of absence is sent to the email address contained in the field labelled "Email Address" in ADMIN > SETTINGS > Company Information. However, if the field labelled "Vacation Alert Email Address" contains a valid email address, the vacation alert emails will be set to that address instead.

What should an administrator do when receiving a system generated holiday request email?

It is entirely up to you to decide an appropriate next step. For example you could;

  • Write to the requesting party either approving or denying the period of absence.

  • Only write to deny a period of absence and otherwise assume they are all approved.

If a period of absence is denied, it is your choice who removes the holiday from the calendar. Both the administrator and the staff member have access to the appropriate holiday calendar to perform this task.

Screen Shot - Automated email to the administrator confirming the days added to the vacation / absence planner.



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