Booking and Managing Leave
Example query
Book leave for [name] from [date] to [date]
Calculates working days, shows the balance before and after, and asks for confirmation before booking. Once confirmed, the leave is recorded and the employee's balance is updated.
When a new leave year begins (1 January, or the month you chose in setup), everyone gets their new balance automatically the first time anyone in the company uses Terio: your company’s standard entitlement, pro-rata for part-time hours and for anyone who starts or leaves during the year. Unused leave is not carried over automatically. Ask Terio to carry hours over for a person (for example "Carry over 16 hours for [name] into next year") and it adds them to their new entitlement.
Annual leave can only be booked within the current leave year, so a booking that runs past its last day is refused: book up to the end of the year now and the rest once the new year starts. A single booking can cover up to 366 days of one type of leave, so a year’s maternity leave can be followed by a separate booking of four weeks’ holiday.
Example query
Cancel [name]'s leave on [date]
If the employee has more than one booking around that date, Terio shows the options and asks which to cancel. Hours are only deducted from the balance if the leave was in approved status.
Example query
Update holiday entitlement for all employees to [X] days
Updates the annual leave entitlement for every employee. Part-time employees are automatically pro-rated. Terio confirms before applying.
Example query
Update [name]'s entitlement to [X] hours
Updates a single employee's leave entitlement. Terio confirms before saving.
Example query
Add [X] hours carryover leave to [name]'s balance
Adds carried-over hours to the employee's current year entitlement. Terio confirms before saving.
Approving and declining
Example query
Approve [name]'s leave
Confirms and approves the request. Only the employee’s own line manager (direct or indirect) or an admin can approve or decline their leave, a manager outside that reporting line will be told so rather than the request silently doing nothing.
Example query
Approve all pending leave
For a manager, this only ever covers pending requests from their own reporting line, never company-wide.
Example query
Decline [name]'s leave
Same rule applies: same reporting line, or an admin. You can give a reason, and it goes to the employee.
What the employee sees
When a request is approved or declined the employee is emailed straight away, and a notice appears at the top of Terio until they dismiss it. A declined request shows the reason. Asking Terio about their leave also lists any declined request, separate from the live ones, so it is never mistaken for a pending one.
Cancelling
Employees can cancel their own leave: a pending request at any time, or approved leave that has not started yet (their manager is told by a notice in the app and an email). Leave that has already started, or anyone else's, is for a manager in their line or an admin. A cancelled request is kept as a record, and approved hours go back to the balance. When someone else cancels your leave, you get a notice in the app and an email.