Leave Notifications Manual

Leave Notifications lets every PNA-ERSA officer record their leave, name the reliever(s) who will cover their duties, and see at a glance who is away on the officers' leave calendar.

It is open to all officer accounts. Open the Officer's Portal, click the Leave Notifications button, and the module opens on its own page.

Every leave you save notifies the President automatically, both by email and in the portal, so coverage is known right away.

Use the Manual button at the top right of the page to come back to this guide at any time.

The page has four areas: the action buttons at the top, the monthly calendar on the left, the On Leave list and President's inbox on the right, and your own My Leave Entries list.

The calendar shows the month you are viewing. Use the left and right arrows beside the month name to move between months, or click Today to jump back to the current month.

The On Leave in [month] card lists every officer whose leave touches the month you are viewing, with their dates and their named reliever(s). The number in brackets is the count for that month.

My Leave Entries lists only your own leave records, so you can quickly edit any of them.

Click Add My Leave at the top of the page.

Set the Leave Start Date and Leave End Date. Both are required, and the end date cannot be earlier than the start date.

In the Reliever(s) box, type the name of the officer who will cover for you.

To name more than one reliever, click Add another reliever and fill in each name. Remove a reliever with the red trash icon.

Click Save & Notify President. A confirmation appears on screen showing your dates and reliever(s), and the President is notified automatically.

With one reliever, that officer covers all your duties and responsibilities, so no task description is needed — just enter the name.

With multiple relievers, a specific task field appears under each name, and every reliever must have one. Describe what each person covers, for example "Membership applications" or "Finance verification".

The task descriptions are shown wherever your leave appears, so the President and your fellow officers know exactly who handles what while you are away.

You can only edit or delete your own leave entries.

Open My Leave Entries on the right and click Edit next to the entry, or click the pencil icon on your row in the On Leave list.

The dialog reopens with your saved dates and relievers. Adjust anything you need, then click Update Leave.

To remove an entry, open it for editing and click Delete Entry at the bottom left, then confirm. The calendar is updated for everyone immediately.

Every update and deletion notifies the President again, so the record of changes is always complete.

The leave card is a ready-to-share PNG image of a single leave entry — ideal for posting in group chats or sending to your team.

Right after you save a leave, the confirmation panel offers Download My Leave Card. Click it and the PNG file is saved to your device.

You can download a card at any other time too: in the On Leave list, click the share icon on your own entry.

A spinner appears while the image is being created. If you see an error message, the leave card could not be generated — try again or refresh the page.

Click Download Calendar PNG at the top right of the page to export the month you are currently viewing.

The downloaded image shows the full month grid with every officer's leave marked, plus the list of officers on leave that month and their relievers — a complete leave summary in one picture.

Change the month with the arrows first if you need a different month, then download again. The calendar always exports the month shown on screen.

It is recommended to download before planning a meeting or event, so you can see who will be away.

Every time you add, update, or delete a leave entry, a notification is created for the President automatically — you do not need to message anyone separately.

The President receives an email and an entry in the President's Leave Update Inbox on this page.

The President's Leave Update Inbox is visible only to the administrators and the ERSA_Pres account. If you are not one of them, that box simply does not appear — everything else on the page works normally.

For the President or an administrator: the box shows each update with its type (added, updated, or deleted), a summary of the change, and whether the email was delivered or the notice was portal-only.

Unread updates are highlighted in amber with a count badge. Click Mark all read to clear them once reviewed.

Record your leave as early as possible so relievers and the President have time to plan.

Always name a reliever who has confirmed they can cover your duties, and use clear task descriptions when more than one person is covering.

If your dates change, edit the existing entry rather than creating a second one — this keeps the calendar accurate.

Check the calendar before scheduling meetings, audits, or events so you do not clash with officers who are away.

Add My Leave — record your leave dates and reliever(s) and notify the President.

Download Calendar PNG — save the month's team leave calendar as an image.

Download My Leave Card — save a single leave entry as a shareable image.

Edit / Delete — available on your own entries only, from the calendar, the On Leave list, or My Leave Entries.

President's Leave Update Inbox — administrators and ERSA_Pres only; shows every leave update and email delivery status.

Mail icon on an update — "Email delivered" means the President was emailed; "Portal only" means the notice is waiting in the portal inbox.