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Review and decide a leave request

Quick answer

  • Requests a parent submits arrive on the Leave Request table and you are notified.
  • Open one to see the reason, any attachments, sibling requests and the AI recommendation.
  • Approve or Decline with a reason — you have around 15–20 seconds to undo.

When a parent asks for their child to be away from school, the request comes to the attendance officer with the context needed to decide it — the reason, any supporting documents, whether a sibling has asked for the same days, and a recommendation from the agent.

This is the one agent you do not prompt. It runs on every leave request as it arrives.

  1. Pick up the notification

    You are notified in StaffXP when requests are waiting. Click through from the notification, or open the Leave Request table directly.

  2. Open a request

    The table lists the student, the dates and the request status. Click a row to open it.

  3. Read the context

    Each request shows:

    • The student, the dates and the absence reason the parent chose.
    • Attachments — for example a medical certificate.
    • Sibling requests — any similar request raised for a sibling over the same dates. Bereavement and family travel usually affect more than one child, so this saves you finding them separately.

  4. Read the AI recommendation

    The agent recommends approving or reviewing, and says why. Where your school has attendance thresholds configured, the recommendation is set against the student's own attendance — for example that a student at 50% against a threshold of 80% is a high-risk profile and the request warrants a closer look.

    Note: The recommendation is advice, not a decision. A member of staff reviews every request that is not auto-approved. If no attendance thresholds are configured in CE, the agent says so and cannot assess risk.

  5. Approve or decline

    Click Approve, or Decline and enter your reason. The decision takes effect immediately and the request moves out of the queue.

  6. Undo, if you need to

    For roughly 15 to 20 seconds after you decide, an undo is offered. Taking it returns the request to the queue for you to decide again.

  7. Find resolved requests

    Everything decided moves to the resolved list, where you can sort by start and end date to find a past request.

Requests you never see​

Your school can set some kinds of request to be approved automatically — typically routine reasons where no judgement is needed. Those are approved as they arrive and do not reach the queue. Which reasons and leave types qualify is set by a school admin in CE; see Configure leave request auto-approval under Agent setup in the CE user guide.

Note: Auto-approval does not look at attendance or academic performance. It approves everything matching the leave type and absence reason your school has listed, so the list should be kept to reasons that genuinely need no review.