Table of Contents:
1.How to Manage Leave Types
2.How to Create a Leave Type
3.How to Edit a Leave Type
4.How to Delete a Leave Type
5.How to Enable or Disable a Leave Type
6.How to Manage the Leave Tracker
7.How to Request Time Off
8.How to Request Time Off on Behalf of a Team Member
9.How to Update a Leave Request
10.How to Approve a Leave Request
11.How to Decline a Leave Request
12.How to Delete a Leave Request
How to Manage Leave Types
Step 1: Navigate to Leave Types
Start by logging into your Pabau account. Once you're in, click on Setup in the left sidebar menu, then click on Objects under "Developer and Other", and select Leave Types.
Overview of the Leave Types Page and Available Actions
On the Leave Types page, you’ll find a list of all your existing leave types. Here are the main features and actions you can take:
Search Leave Types
Use the search bar at the top to quickly find a specific leave type by typing its name.
Filter Leave Types
Click the filter option to display only Active or Inactive leave types, helping you focus on the ones you need.
Create a New Leave Type
Click the ''Create'' button in the top-right corner to add a new leave type. This opens a form where you can enter the name, select an icon, and set its status.
Edit a Leave Type
To update an existing leave type, locate it in the list and click the three dots on the right side of its row.
Select ''Edit'' from the dropdown menu, then update the details such as the name or icon. When finished, click ''Save'' to apply the changes.
Delete a Leave Type
If you need to remove a leave type, click the three dots on the right side of the corresponding row and select ''Delete''. Confirm the deletion to permanently remove the leave type from your system.
Disable a Leave Type
To make a leave type inactive, go to the Leave Types page, find the leave type you want to update, click the three dots, and select ''Edit''. Then, turn off the ''Active'' toggle and click ''Save''. This will stop the leave type from being available for new time off requests but keep existing records unchanged.
By using these tools, you can efficiently manage leave types and ensure your staff absence records remain clear, accurate, and up to date.
How to Create a Leave Type
Step 1: Navigate to Leave Types
Start by logging into your Pabau account. Once you're in, click on Setup in the left sidebar menu, then click on Objects under "Developer and Other", and select Leave Types.
Step 2: Create a Leave Type
Once there, click the “Create” button in the top-right corner.
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Enter a name for the leave type (e.g. Holiday, Sick Leave, Training).
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Select an icon that best represents the leave type.
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Make sure the ‘'Active'’ toggle at the bottom is switched on.
Finally, click ‘'Create'’ to save your new leave type.
NOTE: Leave types created here will be available when assigning time off to staff members. Make sure the name and icon clearly represent the purpose, as this will help when viewing the calendar and reports.
By following these steps, you’ll be able to create leave types in Pabau, helping you clearly categorise staff absences and keep your schedule organised.
Step 1: Navigate to Leave Types
Start by logging into your Pabau account. Once you're in, click on Setup in the left sidebar menu, then click on Objects under "Developer and Other", and select Leave Types.
Step 2: Locate the Leave Type You Want to Edit
Once you’re in the ''Leave Types'' section, find the leave type you wish to edit.
NOTE: Editing a leave type will update all future records associated with that type. However, past leave records may not automatically reflect these changes, so it’s a good idea to review existing entries if needed.
Step 3: Edit the Leave Type
Click the three dots on the right side of the leave type you want to edit and select ''Edit''.
Update the details as needed, such as the leave type name or icon. Once you’ve made your changes, click ''Save'' at the bottom to apply them.
By following these steps, you can easily update existing leave types in Pabau to keep your staff absence categories accurate and up to date.
Step 1: Navigate to Leave Types
Start by logging into your Pabau account. Once you're in, click on Setup in the left sidebar menu, then click on Objects under "Developer and Other", and select Leave Types.
Step 2: Locate the Leave Type You Want to Delete
Once you’re in the ''Leave Types'' section, find the leave type you wish to delete.
NOTE: Deleting a leave type will remove it from the system and may affect existing records associated with it. Be sure to review any linked time off or reports before deleting.
Step 3: Delete the Leave Type
Click the three dots on the right side of the leave type you want to delete and select ''Delete''.
Confirm the deletion when prompted to permanently remove the leave type.
By following these steps, you can easily delete leave types in Pabau to keep your system organised and up to date.
Step 1: Navigate to Leave Types
Start by logging into your Pabau account. Once you're in, click on Setup in the left sidebar menu, then click on Objects under "Developer and Other", and select Leave Types.
NOTE: Disabling a leave type will prevent it from being used for new time off requests, but any existing records linked to it will remain unchanged.
Step 2: Locate the Leave Type
In the Leave Types section, scroll through the list or use the search bar in the top-right corner to quickly find the leave type you want to update. You can also use the ''Filter'' to view only active or inactive leave types.
Step 3: Enable or Disable the Leave Type
Click the three dots on the right side of the leave type and select ''Edit''.
In the edit screen, scroll to the bottom and use the ''Active'' toggle:
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Turn it on to enable the leave type
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Turn it off to disable it
Click ''Save'' to apply your changes.
By following these steps, you can easily enable or disable leave types in Pabau, ensuring your time-off options stay current and accurately reflect your clinic’s needs.
Step 1: Navigate to the Leave Tracker
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Leave Tracker".
Step 2: Explore the Leave Tracker Features
Once you’re in the Leave Tracker, you’ll see a variety of tools designed to help you monitor and manage leave effectively. Below is a detailed breakdown of each option:
Leave Types
Clicking the ''Leave Types'' button in the top-right corner takes you directly to the ''Leave Types'' settings page.
Here, you can:
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View existing leave types (e.g., Holiday, Sick, Training)
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Create new categories
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Edit, deactivate, or remove leave types as needed
Request Leave Button
The ''Request Leave'' button allows you to submit a leave request directly from the tracker. Clicking it opens a form where you can:
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Select the employee
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Choose a leave type
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Set the date range
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Add any necessary notes
Search Bar
The ''Search bar'' lets you quickly find a specific team member by entering their name.
This feature is especially useful when managing larger teams, saving time scrolling through the full list.
Employee Cards (User Grid)
Each employee appears as an individual card displaying:
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Their initials or profile photo
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Name and job title
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Any upcoming or current leave (e.g., “Vacation 30/06 – 09/07”)
These cards give a quick snapshot of team availability. Clicking on a card may open a more detailed view of their leave history.
Employee Leave Card
Clicking on an employee’s card opens their individual Leave Card — a detailed view of their personal leave records. This is where you can manage leave on a per-staff basis, including viewing balances, checking past leave, and submitting new requests.
Here's a breakdown of the features you'll find from top to bottom:
- Staff Selection Dropdown
At the top-left of the screen, you’ll see the staff member’s name and photo. Click the dropdown to quickly switch between different employees without returning to the main ''Leave Tracker'' view. This allows you to view or manage time off for another team member.
- Request Leave Button
In the top-right corner, you'll find a ''Request Leave'' button. Clicking it opens a form where you can select the leave type, define the date range, and add a note to submit a time off request on behalf of a staff member.
- Time Off Summary
The Time Off Summary section displays how many days the staff member has used for each leave type, such as “3 Sick Days Used.” This provides a clear breakdown of their leave usage and remaining balance.
- Upcoming Time Off
The Upcoming Time Off section shows all approved or pending leave scheduled for future dates. Each entry includes the leave type, date range, and available actions such as approve, decline, or edit, depending on your permissions. This helps you manage team availability and plan cover accordingly.
- Leave History
The Leave History section shows a detailed record of all leave taken by the staff member for the selected year. Use the date selector to switch between years and the funnel icon to filter by leave type, such as Sick or Holiday leave.
Advanced filters like ''Contains'', ''Does not contain'', ''Equals'', and ''Is greater than or less than'' help narrow down the results.
Pending Requests Section
All leave requests that haven’t yet been actioned appear in the ''Pending Requests'' section.
To manage these:
- Tick the checkbox next to the request(s)
- The ''Manage Requests'' button in the top-right corner will activate
- Click it to Approve, Decline, or Delete the selected request(s)
NOTE: Once a request is approved or declined, it will be removed from the pending list and reflected in the calendar and leave summaries.
Leave Status Panel
On the right-hand side, you’ll find the ''Leave Status'' panel, which shows which employees are currently on leave.
It displays:
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The employee's name
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Leave type
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Duration of their absence
You can filter this view by:
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Week
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Month
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Year
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Or set a custom date range to view leave for a specific time period.
By understanding how each feature works within the Leave Tracker, you’ll be able to efficiently manage absences, ensure proper coverage, and keep operations running smoothly across your team.
Step 1: Navigate to the Scheduler
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Schedule".
Step 2: Select a Slot for the Time Off Request
Once you access the Scheduler, first ensure you have selected the correct location (if your clinic has multiple locations) and the appropriate date for your time off request.
Next, locate your name in the staff list on the left side of the Scheduler. Find an empty time slot on the chosen date - this is similar to how you would select a slot when creating a shift.
Click on the empty slot to proceed.
Step 3: Initiate the Leave Request
After selecting the empty slot, a modal window will open. At the top of this window, beside the shift type, hover over the icon labeled “Leave”.
Click on the ''Leave'' icon to open the leave request form.
Step 4: Submit Your Time Off Request
In the leave request form, select the leave type, confirm the location, and specify the start and end dates for your time off.
Once you’ve entered all the necessary details, a list of all requested days will appear, along with the total number of days.
NOTE: If there are appointments scheduled within your selected dates, the system will alert you. You’ll need to reschedule those appointments before submitting your time off request.
Review this information carefully, then click the “Approve Request” button at the bottom of the form.
A confirmation prompt will then appear showing the full list of requested days. After reviewing, click “Submit Request” to finalize your submission.
After submitting your request, it will appear in the Scheduler under your name, displaying an icon that corresponds to the leave type. The request will then be ready for review by the administrators.
Once action is taken, the status will update accordingly — if approved, a blockout will automatically be created in your calendar for the requested dates. If declined, the request will be marked as such in the system.
By following these steps, you can easily request time off, helping maintain accurate scheduling and clear communication.
Step 1: Navigate to the Leave Tracker
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Leave Tracker".
Step 2: Select a Staff Member
In the Leave Tracker, you’ll see a list of your team members displayed as individual cards.
Locate and click on the card of the staff member for whom you want to request leave. This will open their personal leave profile.
Step 2: Request a Leave
Once you’re in the staff member's profile, locate the ''Request Leave'' button in the top-right corner of the screen.
Clicking this will open a form where you’ll need to enter the following details:
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Leave Type — Choose the appropriate leave category (e.g., Vacation, Sick Leave, Training).
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Location — Specify the clinic location where the staff member works.
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Date Range — Set the start and end dates for the leave. The system will automatically list each day requested and show the total.
Step 3: Submit the Request
After reviewing the information, click ''Approve Request'' at the bottom of the form.
A confirmation prompt will appear - click ''Submit Request'' to finalise the approval.
Once the request is submitted, it will be visible in several places:
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In the Pending Requests section of the ''Leave Tracker'', where you can manage and approve time off.
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In the ''Scheduler'', displayed under the employee’s name with the corresponding leave icon for easy identification.
- In the employee’s ''Leave Profile'', where all approved and pending requests are recorded under their leave history.
By following these steps, you can successfully submit a leave request on behalf of a team member.
Step 1: Navigate to the Scheduler
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Schedule".
Step 2: Locate the Leave Request You Want to Update
In the ''Schedule'', make sure you’ve selected the correct location and date range to view the appropriate schedule. Leave requests are displayed as icons within the staff schedule — for example, a small icon (e.g., a plane symbol for vacation) representing the type of leave.
If you hover over the icon, a tooltip will display the leave details — including the start and end dates of the request. Once you’ve identified the correct entry, click on the icon to open the leave request details.
Step 3: Update the Leave Request
Once the leave request is open, you can modify the leave type, location, and date as needed. Review the changes carefully to ensure all details are accurate.
When you're ready, click "Update Request" in the bottom-right corner.
A confirmation prompt will appear, displaying the total number of requested days. To finalise the changes, click "Submit" — this will save and update the leave request accordingly.
After submitting the updated request, it will appear in both the Leave Tracker and the Scheduler, where admins can review and approve it.
By following these steps, you can easily update leave requests, ensuring accurate records and smooth scheduling.
Step 1: Navigate to the Leave Tracker
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Leave Tracker".
Step 2: Open the Pending Requests Section
In Leave Tracker, you’ll see a ''Pending Requests'' section displaying all unapproved leave submissions from staff.
Here, each request shows:
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The employee’s name
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Leave type
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Requested dates
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Notes (if any)
Use the checkbox beside each request to select the one(s) you'd like to manage and then click on the ''Manage Requests'' button on the top right.
Step 3: Approve the Leave Request
After clicking the ''Manage Requests'' button, a panel will open where you can review the details of the leave request before approving it.
In this panel, you’ll see several key pieces of information to help you make an informed decision:
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Booked Appointments (Actual and Predicted):
This section shows both the appointments the employee has already booked during the requested leave period (Actual), as well as any appointments that the system predicts may be scheduled based on past patterns (Predicted).
This helps you assess the potential impact of the leave on the clinic’s schedule.
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Utilization:
Utilization indicates how much of the employee’s available working time is accounted for by appointments or other activities. Reviewing this helps you understand how the leave might affect clinic productivity.
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Leave Details:
Here you’ll find the number of days requested, the type of leave (e.g., holiday, sick leave), and any notes the employee has added to their request.
You can also add your own notes or comments if needed.
Once you’ve reviewed all the information and are ready to approve, click the ''Approve'' button located at the bottom right of the panel (highlighted in blue). The request will be marked as approved and removed from the pending list.
Step 4: Review the Updated Leave Status
After approval, the request will disappear from the Pending section. You’ll now see the approved leave reflected in:
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The employee’s card on the main Leave Tracker view
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The Leave Status Panel on the right-hand side
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The Scheduler, where time off is displayed alongside shifts
- A Blockout will also be automatically created in the Scheduler for the employee, preventing any appointments from being booked during the approved leave period.
By following these steps, you can easily approve leave requests in Pabau and keep your team’s schedule running smoothly.
Step 1: Navigate to the Leave Tracker
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Leave Tracker".
Step 2: Open the Pending Requests Section
In Leave Tracker, you’ll see a ''Pending Requests'' section displaying all unapproved leave submissions from staff.
Here, each request shows:
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The employee’s name
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Leave type
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Requested dates
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Notes (if any)
Use the checkbox beside each request to select the one(s) you'd like to manage and then click on the ''Manage Requests'' button on the top right.
Step 3: Decline the Leave Request
After clicking the ''Manage Requests'' button, a panel will open where you can review the details of the leave request.
In this panel, you’ll see several key pieces of information to help you make an informed decision:
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Booked Appointments (Actual and Predicted):
This section shows both the appointments the employee has already booked during the requested leave period (Actual), as well as any appointments that the system predicts may be scheduled based on past patterns (Predicted). This helps you assess the potential impact of the leave on the clinic’s schedule.
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Utilization:
Utilization indicates how much of the employee’s available working time is accounted for by appointments or other activities. Reviewing this helps you understand how the leave might affect clinic productivity.
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Leave Details:
Here you’ll find the number of days requested, the type of leave (e.g., holiday, sick leave), and any notes the employee has added to their request.
You can also add your own notes or comments if needed.
Once you’ve reviewed all the information and are ready to approve, click the ''Decline'' button located at the bottom right of the panel.
This will decline the leave request and update the employee’s record accordingly.
By following these steps, you can efficiently decline leave requests, helping ensure clarity and accuracy in your team's scheduling.
Step 1: Navigate to the Leave Tracker
Log in to your Pabau account, and in the left sidebar menu, go to Team, then click on "Leave Tracker".
Step 2: Open the Pending Requests Section
In Leave Tracker, you’ll see a ''Pending Requests'' section displaying all unapproved leave submissions from staff.
Here, each request shows:
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The employee’s name
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Leave type
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Requested dates
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Notes (if any)
Use the checkbox beside each request to select the one(s) you'd like to manage and then click on the ''Manage Requests'' button on the top right.
Step 3: Delete the Leave Request
After clicking the ''Manage Requests'' button, a panel will open where you can review the details of the leave request.
In this panel, you’ll see several key pieces of information to help you make an informed decision:
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Booked Appointments (Actual and Predicted):
This section shows both the appointments the employee has already booked during the requested leave period (Actual), as well as any appointments that the system predicts may be scheduled based on past patterns (Predicted). This helps you assess the potential impact of the leave on the clinic’s schedule.
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Utilization:
Utilization indicates how much of the employee’s available working time is accounted for by appointments or other activities. Reviewing this helps you understand how the leave might affect clinic productivity.
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Leave Details:
Here you’ll find the number of days requested, the type of leave (e.g., holiday, sick leave), and any notes the employee has added to their request.
You can also add your own notes or comments if needed.
Once you’ve reviewed all the information and are ready to approve, click the ''Delete'' button located at the bottom left of the panel.
This will permanently delete the leave request and remove it from the employee’s record.
By following these steps, you can easily delete leave requests when needed, helping keep records clean and schedules up to date.
Now that you know how to manage leave effectively, you can ensure your clinic stays organised, compliant, and well-prepared for any staffing changes.
For more guides, refer to related articles below, select additional guides, or use the search bar at the top of the page. These guides will help you get the most out of your Pabau account.
Additionally, to help you fully utilize and understand your Pabau account, we recommend exploring additional guides and resources offered at the Pabau Academy. It offers in-depth video tutorials and lessons, offering a holistic learning experience that can equip you with the essential skills for achieving success with Pabau.