Having problems booking holiday on the portal

Taking time off is essential for maintaining a healthy work-life balance and recharging. We want to make sure the process of booking your holidays is straightforward and stress-free. If you encounter any issues when trying to book your holiday, this guide will help you identify and resolve common problems, ensuring that your holiday plans go ahead without any unnecessary delays.

Step 1: Check the Holiday Booking System

1.1 Ensure You’re Logged In Correctly

• Verify that you’re using the correct login credentials for the holiday booking system.
• If you’ve forgotten your password, use the “Forgot Password” option to reset it. Ensure your email address or username is entered correctly during this process.
• If you don’t have access to the holiday booking system or are unsure of your login details, contact IT support or HR to request assistance.
  
  

1.2 System Availability

• Sometimes the system might be undergoing maintenance or experiencing downtime. Check for announcements from HR or IT about scheduled maintenance.
  
  
• If the system appears to be working but you’re still having issues, try the following:
  • Use a different internet browser (e.g., Chrome, Edge, Safari).
  • Access the system on a different device such as your phone, tablet, or another computer.
  • Clear your browser’s cache and cookies, as outdated files can interfere with system performance.
    
    

1.3 Technical Errors

• If the system shows an error message, take a screenshot or note the exact wording of the error. This information will help IT resolve the issue more quickly.

Note: We may have removed the ability to book any holiday while we make changes to holiday allowances etc. We often will send an email to you explaining this. 

Step 2: Review Your Holiday Entitlement

2.1 Check Your Holiday Balance

• Log in to the system and review your remaining holiday entitlement.
• Ensure that you have enough days left to book your requested holiday. If your balance is too low, you may need to adjust the number of days requested or discuss alternatives with your manager. No Holiday is allowed over December unless your site is closed
  
  

2.2 New Employees and Part-Time Workers

• If you’re a new employee, remember that your entitlement may be accrued over time. For example, if you’ve only worked for three months, you may not have access to your full annual leave allowance yet.
• Part-time employees accrue holiday based on hours worked, so check with HR if you’re unsure of your current entitlement.
  
  

2.3 Carry-Over Days

• No Holiday can be carried over.

Step 3: Understand Holiday Booking Policies

3.1 Minimum Notice Periods

• You must give 2 weeks notice for less than a week
• you must give us 30 days notice for more than a week
• You will only allowed a max of 2 weeks / 14 days off.
• If you’re requesting time off at short notice, your request may be automatically declined. Speak to your manager to see if exceptions can be made.
  
  

3.2 Blackout Dates

• We do not allow any time to be booked in December. 
• Check if your requested dates fall within these restricted periods. If they do, consider alternative dates or discuss with your manager to understand your options.
  
  

3.3 Team Availability

• Holiday requests may be declined if too many team members have already booked time off during the same period.
• Use the system to check team calendars or schedules to see who else is off, and plan your holiday accordingly.
  
  

3.4 Holiday Limits

• Some policies limit how many consecutive days you can take off in a single booking. If your request exceeds this limit, consider breaking it into two smaller requests.

Step 4: Troubleshoot Technical Issues

4.1 Error Messages

• Common error messages include:
  • “Insufficient entitlement”
  • “Requested dates are unavailable”
  • “Overlapping holiday requests”
• If you encounter one of these errors, review the details of your request. Adjust your dates or entitlement usage if necessary.
  
  

4.2 System-Freezing or Crashing

• Ensure your browser and operating system are up to date.
• Close other tabs and applications to free up resources on your device.
• If the issue persists, contact IT support for assistance.

Step 5: Seek Additional Support

5.1 Speak to OPERATIONS team

• If you’re unable to resolve the issue yourself, speak with your line manager. Managers can often help by:
  • Approving your holiday manually.
  • Providing advice on available dates or alternatives.
  • Escalating technical issues to IT or HR on your behalf.
    
    

5.2 Contact HR

• The HR team is there to support you with policy or entitlement questions.
• Email or call HR if:
  • You believe there’s an error in your holiday balance.
  • You need clarification on the holiday policy or notice periods.
  • You have a special request (e.g., extended leave).
    
    

5.3 Contact IT Support

• For system-related issues, email or call IT support on 023 9379 0001. Be prepared to provide details such as:
  • The device and browser you’re using.
  • Screenshots of error messages.
  • A description of what you were trying to do when the problem occurred.

Frequently Asked Questions (FAQs)

1. Can I book holidays manually if the system isn’t working?

Yes, if the online system is down, your manager or HR can assist in booking your holiday manually. This will be recorded in the system once it’s back online.

2. What happens if my request is denied?

Requests can be denied for reasons such as insufficient entitlement, lack of notice, or team availability. In this case, try to:

• Discuss alternative dates with your manager.
• Adjust your request to meet the policy requirements.
  
  

3. Can I cancel or amend a holiday request?

Yes, most systems allow you to cancel or modify requests before they are approved. If you need to make changes to an already approved holiday, contact your manager or HR.

4. What if I have unused holiday at the end of the year?

Company policies on unused holiday may vary. Some allow carry-over into the next year, while others may require you to use your allowance before the year ends. Check your employee handbook for details.

5. What should I do if I need emergency leave?

In emergencies, speak to your manager directly. They can help you arrange leave outside of the standard holiday booking process.

We hope this guide helps resolve any issues you face with booking holidays. Remember, taking time off is important for your well-being, and we’re here to support you every step of the way. If you still have questions or concerns, don’t hesitate to ask for help! ?