How leave request email notifications work for managers
Every time a staff member submits a leave request, RosterElf automatically sends a leave request email notification to the right manager or admin — no manual chasing required.
The system checks the staff member's site assignments and routes the notification to the manager or assistant manager responsible for that site. If no manager is assigned, all admins (including the owner) are notified instead. This logic applies whether the request comes from the web platform or the mobile app.
Understanding this notification flow helps owners, admins, and managers respond to leave requests promptly and keep rosters accurate — especially when staff work across multiple sites.
Tip: To ensure the right person receives leave notifications, assign them as a manager or assistant manager for the site. Open the Sites tab, select the site, choose Managers, click Add, search for the person's name, pick the role, then save. For detailed steps, see Assigning managers.
1. Leave request notifications for one site
When a staff member assigned to a single site submits a leave request, RosterElf checks whether that site has a manager or assistant manager. If one is found, they receive the email notification. If not, all admins — including the owner — are notified instead, so no request goes unnoticed.
1.1 Leave request notification flow for one site
- Staff submits a leave request via web or mobile.
- System checks that the staff member is assigned to one site only.
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If a manager or assistant manager is assigned to that site:
- They receive an email notification.
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If no manager or assistant manager is assigned:
- All admins (including the owner) receive the notification.
2. Leave request notifications for multiple sites
When a staff member is linked to more than one site, RosterElf checks each site independently. For every site, it looks for a manager or assistant manager. If one is found, they receive the notification for that site. If not, all admins — including the owner — are notified. This gives every site full visibility over leave requests, even for staff who work across multiple locations.
2.1 Leave request notification flow for multiple sites
- Staff submits a leave request via web or mobile.
- System identifies all sites assigned to the staff member.
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For each site:
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If a manager or assistant manager is assigned:
- They receive an email notification.
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If no manager or assistant manager is assigned:
- All admins (including the owner) receive the notification.
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If a manager or assistant manager is assigned:
Related guides
- Requesting leave from a smartphone
- Requesting leave from a browser
- Managing or viewing leave on behalf of staff
- Actioning staff leave requests from a browser