Staff availability and time off

Manage staff availability, handle time-off requests, and track schedule coverage.

Sailia lets staff members submit availability and time-off requests so you can plan schedules around your team’s capacity. Admins can approve or reject requests, and automated workflows keep everyone informed throughout the process.

How availability requests work

1. A staff member submits a time-off or availability request through Sailia.
2. An admin reviews the request and approves or rejects it.
3. Both the staff member and relevant admins receive notifications about the decision.
4. Approved time off is reflected in schedule planning.

Submitting a request

Staff members can submit availability requests directly from their Sailia account. Each request includes:

Field	Description
Date range	The start and end dates of the requested time off
Reason	An optional note explaining the request

Encourage staff to submit time-off requests well in advance so you have time to adjust schedules and reassign activities.

Reviewing requests

Admins with the Manage Staff permission can view and respond to availability requests:

1. Open the staff section

   Navigate to the staff dashboard to see pending requests.

2. Review the request

   Check the requested dates and any notes from the staff member. Review the schedule to understand the impact.

3. Approve or reject

   Approve the request to confirm the time off, or reject it with an optional reason.

Automated notifications

Use automated workflows to send notifications at each stage of the availability request process:

Trigger	When it fires
Availability request submitted	A staff member submits a new time-off request
Availability request responded	An admin approves or rejects a request

Set up these workflows to ensure staff are notified promptly when their request is reviewed, and admins are alerted when new requests come in.

Impact on scheduling

When a staff member has approved time off:

• They should not be assigned to activities during that period
• Their auto timesheets reflect only the days they are actually working
• You can use the schedule filters to check staff coverage and identify gaps

Approving a time-off request does not automatically remove the staff member from existing activity assignments. Review and reassign any affected bookings manually after approving a request.

Related guides

Staff management

Add staff, set pay rates, and manage permissions.

Automated workflows

Set up notifications for availability requests.