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Leaves in Roubler – Overview for Managers

Audience

This article is for people managers and supervisors who use Roubler to:

  • View and manage employee leave balances and requests.
  • Create, approve, decline, and edit leave on behalf of employees.
  • Understand how leave interacts with rosters, timesheets, and payroll.

Before you start

Before managing leave in Roubler, make sure you:

  • Understand your organisation’s leave policy
    • What each leave type (e.g. annual, sick, unpaid) is for.
    • Rules for approval, documentation (e.g. medical certificates), and notice periods.
  • Have the right access in Roubler
    • Your permission group lets you view employees at your locations and approve leave for them.

    • You can open an employee’s Leave & Availability page to see balances and history.

  • Know how leave entitlements are configured

    • HR/Payroll configure leave types, leave allowance templates, and accrual rules.

    • Employees can only request leave types included in their allowance template.

This guide assumes managers and employees are already logged in.

How Leaves work

1. Leave types, entitlements, and balances

  • Your organisation sets up leave categories (Annual, Sick, etc.) and decides:
    • Which types accrue automatically.
    • Which appear on payslips.

    • Whether they are included in termination payouts.

  • Leave allowance templates group these settings so they can be applied to groups of employees and updated in bulk.
  • As a manager, you don’t configure these rules, but you see the outcomes:
    • On each employee’s Leave & Availability page you can see:
      • Current balances per leave type.

      • All past and current leave requests and statuses in one place.

2. Where managers work with leave

You’ll usually manage leave from:

  • The Leave screen (management view) – to see a list of leave requests across your team or location.

  • The employee profile → Leave & Availability – to focus on one employee’s balances, history, and new requests.

  • The Roster – to see approved leave overlayed on shifts and to convert rostered shifts into leave if required.

3. How leave is created

Employees submitting leave themselves

Employees can request leave via the mobile app or web:

  • They choose Leave / Leave & Availability.
  • Select Request leave / + and complete:
    • Leave type (options depend on their template).
    • Start and end dates.
    • Full day vs part‑day (custom times).

    • Notes and any required attachments (e.g. medical certificate).

  • The request appears with status “Pending” until reviewed.

Managers creating leave on behalf of employees

As a manager, you can create a request if staff can’t or shouldn’t:

  • From the Leave screen or the employee’s Leave & Availability: 1. Click to add a new leave request.
    1. Choose the employee, leave type, and dates.
    2. Set full‑day or part‑day times and add any notes.
    3. Save the request as Pending or Approve immediately (depending on your process).

4. Approving, declining, and editing leave

Statuses you’ll see typically include:

  • Pending / Submitted – waiting for manager review.
  • Approved – confirmed; will appear on rosters and in leave/timesheet reporting.
  • Declined – not approved.
  • Cancelled – withdrawn by employee or manager (depending on permissions).

Approving or declining

From the Leave screen or the employee’s profile:

  1. Open the Pending request.
  2. Review:
    • Dates, times (full-/part‑day).
    • Leave type and balance.
    • Notes and attachments.
  3. Choose Approve or Decline, and add a reason if needed.

Editing existing leave

  • While Pending, you can usually edit:
    • Dates, duration (full vs part‑day), notes, sometimes leave type.
  • After Approval, editing is still possible in many setups, but:

    • If the leave is already in the past or processed in payroll, changes may need to go through HR/Payroll.

Use notes to document why a change was made (e.g. “Employee changed to half‑day sick leave per updated certificate”).

5. How leave interacts with rosters and timesheets

Rosters

  • When Leave is enabled in the roster filter, approved leave automatically appears on the roster for the affected dates.

  • This helps ensure staff are not rostered when on approved leave and gives visibility of coverage.

Converting a rostered shift to leave

If someone was rostered but is now taking leave:

  1. Open the Roster and click the relevant shift.
  2. Choose Convert to leave.
  3. Select:
    • Leave type.
    • Start and end time for the leave.
  4. Confirm.

    • The system creates a leave record and a leave timesheet, and the original work shift is updated accordingly.

Timesheets and payroll

  • Approved leave normally generates a leave timesheet that flows into:
    • Time & Attendance reporting.

    • Payroll export or integration (depending on your setup).

  • For employees paid via timesheets, leave timesheets are crucial to ensure the right hours and rates are paid.

Frequently asked questions and troubleshooting

1. “My employee can’t see or select a particular leave type.”

Likely reasons:

  • Their leave allowance template doesn’t include that leave type.
  • The leave type is configured for a different group (e.g. full‑time only).

Manager actions:

  1. Confirm which leave type they are trying to request and why.
  2. Check with HR/Payroll whether:
    • The leave type should be available to that employee.
    • Their leave allowance template or employment classification is correct.

You can record the leave request manually if instructed by HR/Payroll, but configuration changes should be handled centrally.

2. “The employee’s leave balance looks wrong or has gone negative.”

Balances are driven by:

  • Accrual rules and leave allowance templates.

  • Any manual adjustments HR/Payroll have made.

Manager checks:

  1. Confirm the as‑at date you’re looking at (current vs future).

  2. Review the employee’s leave history for recent approvals or cancellations.

  3. If it still seems incorrect, escalate to Payroll/HR to:

    • Check sync with the payroll engine.

    • Review the employee’s allowance template and any manual balance adjustments.

Avoid “fixing” balances yourself unless you are authorised and trained to do so.

3. “Approved leave isn’t showing on the roster.”

Check:

  1. In the Roster view:

    • Ensure the Leave filter is turned on.

    • Confirm you’re viewing the correct date range and location.
  2. In the Leave screen / employee profile:

    • Confirm the request is Approved, not still Pending or Declined.

If a shift exists but leave doesn’t appear:

  • Consider using Convert to leave on the rostered shift to create the correct linkage.

If discrepancies remain, capture screenshots (Leave record vs Roster view) and raise it through your internal support or HR/Payroll channels.

4. “Leave is approved in Roubler but not appearing correctly in payroll.”

Common causes:

  • The pay engine integration hasn’t synced yet.
  • The employee’s profile is not fully synced or correctly linked to leave categories.
  • Leave was approved after the payroll cut‑off for that period.

Manager actions:

  1. Confirm the leave:
    • Shows as Approved in Roubler.
    • Has the correct leave type and hours/units.
  2. Ask Payroll/HR to:
    • Check the relevant pay run or export.
    • Verify that the employee profile is syncing correctly with the pay engine.

Provide dates, employee name/ID, and screenshots of the Roubler leave record.

5. “I can’t approve or see leave for an employee I manage.”

Often this is a permissions or location issue:

  • Managers can usually approve leave only for employees whose primary location matches a location where they have manager‑level access.

Check:

  1. In the employee’s profile:
    • Primary Location is correct.

    • They have location access to your site if they work across sites.

  2. Your own profile:

    • You have a manager permission group at that location.

If something is wrong, ask your HR/Payroll team or internal Roubler administrator to adjust locations/permissions.

6. “Leave requests are declined due to insufficient balance, even when only part of the period is short.”

Roubler can be configured so that if a request cannot be fully covered by the employee’s balance, it declines the entire request instead of partially approving it.

Options:

  • Ask the employee to shorten the date range or choose a different leave type (e.g. part Annual + part Unpaid, if allowed).
  • Confirm with Payroll/HR whether:
    • Negative balances are allowed.
    • Mixed leave types in a single period are supported in your process.

Who to contact for help

If you still need help managing leave in Roubler after following this guide, managers should use internal channels only.

Contact:

  • Your HR or Payroll team for:

    • Questions about entitlements, balances, and leave allowance templates.

    • How particular leave scenarios should be handled and paid.
    • Issues where approved leave does not match what appears in payroll.
  • Your internal Roubler/system administrator or IT/support team for:

    • Problems with leave screens, permissions, or visibility (e.g. managers not seeing the right employees or leave requests).

    • Behaviour of leave on rosters or timesheets (e.g. not showing when filters are applied).

  • Local site or operations leadership (if applicable) for:

    • Clarifying business rules (who approves what, cut‑off times, documentation requirements) so that your use of Roubler aligns with policy.

External vendor support should only be contacted by your authorised internal administrators, after they have investigated and decided an escalation is required.