Frequently asked questions
Short answers to the most common questions about signing in, requests, balances, approvals, plans and data, each pointing to the page that goes deeper.
Signing in
Where do I sign in?
From your organisation's address, nome-azienda.leavepilot.app or the domain your company chose. Not from the leavepilot.app website. See Signing in to the platform.
I have forgotten my password. On the sign-in page press Forgot password?: you get a link that is valid for one hour. If the account is locked, ask an administrator.
Why am I sent back to the sign-in page after a while? The session lasts one hour. That is normal: sign in again.
Can I change the language? Yes, from the selector at the top (it applies to this browser until you save a language in your profile) or from your profile with Preferred Language, which always applies, emails included.
Requests
How do I ask for vacation? New Request in the side menu, or from the calendar by picking the days. Four steps: dates, type, notes, summary. See Requesting leave.
Can I edit a request? No: delete it from My Requests and create a new one. The days become available again straight away.
Why has my available balance gone down if the request is still pending? Pending requests are already subtracted from the available balance, so you cannot book the same days twice. If the request is rejected or deleted, the days come back.
Does the weekend count? No, Saturday and Sunday are not deducted, unless your organisation has declared them working days. Neither are the public holidays of your country.
Can I ask for Smart Working on days already covered by a request? No. The overlap check ignores the type: on days covered by an approved or pending request you cannot add another one, not even of a different type.
Can I attach the medical certificate after sending the request? No, you attach it only while you are creating the request. If you chose to provide it later, email it to management within 3 working days.
Can I ask for half a day? There is no half day as such: for personal days and Smart Working you can choose Specific hours, from 1 to 8 hours.
Do I have to attach a certificate for sick leave? Yes, either straight away or within 3 working days by email to management: you choose in the form. What is needed is the certificate with its reference number and dates, not the diagnosis.
Who sees my requests? Administrators always, in every status; your department manager, if you have one; colleagues see only approved leave, according to the visibility your organisation chose, on a computer, and always from a phone. See The calendar.
Do I get an email when I send a request? No. You get an email when the request is approved or rejected.
Approvals
Who approves requests? It depends on the mode the administrator chose: automatic, administrators only, or administrators and department managers. See Request approval.
Can a manager approve their own vacation? No, never. Their requests are decided by an administrator, or they are created already approved if the organisation chose that.
Can a decision be changed? Yes: from Requests an approved request can be rejected (the days go back to the person) and a rejected one can be approved.
Administration
How do I add a person? From Employees › Invite Employee. They get a temporary password and change it on first login. See Employee management.
Can people register on their own? Yes, if registration is open in Settings › System, with the email domains you decide.
How do I set up public holidays? Settings › Official Holidays › Manage Holidays › Import from Google, for each country and year. See Public holidays, weekends and closures.
How do I give one person more vacation days? From Employees, with the pencil, in the Holiday days field: it is a personal exception that beats the general allowances.
Where do I see medical certificates? In Documents (Pro plan) and in the detail of every sick leave request under Requests.
Can I export the data? Yes, from Reports › Export, as PDF and Excel, for the period you choose.
Plans and data
How much does it cost? Free up to 5 people; Pro from €2.00 and Business from €2.80 per person per month with annual billing. See Plans and free trial.
What happens at the end of the trial? You move to the free plan; nobody is deactivated; Pro features are no longer available.
Where is the data? The database is in the European Union, separate for each organisation. See Data, privacy and retention and Sign-in security.
I do not know a term used here. Look it up in the glossary.
How long are medical certificates kept? 12 months from the upload, then they are deleted automatically.