Availability & Leave
Staff availability profiles, recurring rules, leave approvals, and clash checks against approved leave and existing shifts.
What you get
Included in every plan, no extra cost.
Staff set availability profiles with day/time preferences and exclusions
Recurring rules (e.g., unavailable every Monday) with exception dates
Clash checks: match suggestions mark staff on approved leave or an overlapping shift as ineligible, and a direct assignment onto a clashing shift is stopped unless you override it
Leave approval workflow with pending/approved/rejected states and email notifications
Analytics showing leave trends, peak blackout periods, and utilisation rates
How it works
3 simple steps to get started.
Set Profiles
Staff specify preferred days, times, and recurring unavailability (e.g., university on Tuesdays).
Request Leave
Staff submit leave requests with dates and reason. Admins receive email alert.
Check for Clashes
When ranking or assigning, Keruja flags approved leave and overlapping shifts. Declared availability feeds the weekly availability heatmap in Smart Staffing.
Security & Compliance
How we protect this data
- Leave reasons visible only to managers (not peers)
- Approval history tracked with timestamps and approver names
- Export leave balances and utilisation to CSV (GDPR audit-ready)
- Retention: leave records kept for 6 years (UK employment law compliance)
- Anonymised reporting: aggregate trends without individual PII
Plan Availability
All availability and leave features are included in every plan. No limits on leave requests or profile complexity.
Frequently asked questions
Everything you need to know about Availability & Leave.
No. Staff see only their own profiles. Managers see declared availability as an aggregate weekly heatmap in Smart Staffing, not person by person.
Match suggestions mark them ineligible and show the reason. Assigning someone onto a shift that overlaps one they already hold is stopped unless you choose to override it, and the override is logged.
Not automatically. You can manually note accruals in staff profiles. Auto-accrual tracking is on the roadmap.
Yes. Use 'Blackout Periods' to mark dates where no shifts can be created (e.g., Christmas closure, company event).
Further reading: How to manage casual staff availability across multiple events
See how your next event would run in Keruja.
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