Operatives request on their phone. Admins approve on the web or mobile. The second it’s approved, it’s on the schedule. You physically can’t book someone who’s off.
Every operative has the Xota app. Two taps to raise a holiday request — start date, end date, optional note. Xota calculates working days automatically (weekends skipped) and the status shows as Requested until an admin acts on it.
Every new request lands in the Requested queue. Click a row to approve or reject. Balance deducts automatically on approval. Admins on the road can approve from the mobile app with the same single tap.
Balance is live on every screen. Operatives see Remaining · Used · Total the moment they open the app. Admins see the same figure on every team member row in HR. Every approval deducts, every rejection returns it.
Three absence types: Holiday, Sickness, Other. Sickness auto-approves — no back-and-forth when the work needs reassigning. Admins can backdate entries and add notes. Everything flows through the same approval queue.
The moment an absence is approved, it’s rendered on the Schedule calendar alongside bookings, travel time and bank holidays. You physically can’t double-book someone who’s off. Overlaps trigger a warning before you approve.
Xota skips weekends automatically when counting days taken. A Friday-to-Monday break is 2 working days, not 4.
Approving holiday? Xota flags anyone else off the same days so you don’t end up with half a team missing.
Add or remove days on any team member — TOIL, carry-over, one-off bonus. Every adjustment stays on the ledger.
Two taps from the home screen. No email, no forms, no paper.
Approve from web or mobile. Balance deducts automatically.
Approved absence renders inline. You can’t book someone who’s off.
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