Leave

Booking leave in ProjectSmith keeps capacity planning honest: once leave is approved, the person’s available hours drop for those days, and project managers see it before they plan work onto them.

Everyone with a seat requests their own leave. Anyone with a Planner seat approves or rejects other people’s requests, sees the whole team’s leave, and can enter leave for someone else. That holds whatever the person’s role: an Owner, Admin or Manager on a Member seat manages users, billing and settings, but needs a Planner seat to decide leave.

Request leave

1. Go to Leave.
2. Enter the first day and last day. For a single day, use the same date for both. A range can be up to a year long; weekends and public holidays inside it don’t count as leave days.
3. Choose the type: Annual leave, Sick leave or Other leave.
4. Tick Half days if each day is a half day.
5. Add a note if it helps your manager.
6. Select Request leave. The request shows under My leave as Awaiting approval.

Screenshot placeholder: the Leave page with the request form and My leave.

You can’t book leave that overlaps leave you already have, unless the earlier request was rejected.

Change or withdraw a request

While a request is Awaiting approval, use the pencil to change it or the bin to withdraw it. Once it’s approved or rejected, ask a manager to change it.

Approve leave

1. Go to Leave. Requests waiting for a decision are listed under Awaiting approval, with the person’s note and how many working days each one takes.
2. Check the dates against the team. The team calendar shows who else is away.
3. Optionally type a decision note; the person sees it next to their request.
4. Choose Approve or Reject.

Nobody decides their own leave, managers included: another person with a Planner seat approves it.

Enter leave for someone else

In the request form, choose the person under Who. Leave you enter for someone else is approved straight away, and the change is recorded in the audit log.

Team leave lists upcoming leave for everyone, or for one person and one status.

How leave affects capacity

• Approved leave reduces the person’s available hours for those days. Half days count as half.
• Awaiting approval leave doesn’t change capacity yet, and doesn’t show on the team calendar.
• Rejected leave has no effect.
• Weekends and the public holidays of the person’s region are never counted as leave days, so a fortnight is entered as one range.

Leave from your HR system

Some HR and payroll systems can send approved leave to ProjectSmith automatically, so people don’t book it twice. Where that’s connected, leave from the HR system appears here read-only and is changed in the HR system. Ask support which HR systems are available for your region.

Common questions

Can I cancel approved leave? Ask your manager to update or remove it. Capacity updates as soon as it changes.

Do public holidays need booking as leave? No. They come from your region’s calendar. See Regions and public holidays.

Will I be told when my leave is approved? The decision and any note show on the Leave page straight away. Notifications for leave decisions are coming.

Can teammates see why I’m off? Teammates see your name and the dates on the team calendar, but not the type of leave or your note. People with a Planner seat see the type.