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Holidays and leave

Holiday policy

Holiday cover FAQ

Leave Policy

Maternity and paternity policy

Other leave

Communicating Leave

Holidays are your time to relax and recharge your batteries. You deserve it!

Our approach to holiday:

We want to be as flexible and as fair as possible. This means considering what works best for you and what works best for everyone in your team.

There is no holiday approval process as we want it to be straightforward for our team to book the time-off they need.

However, we ask for as much notice as possible. The earlier the better - at least four weeks in advance should give everyone enough time to plan around your leave. If it’s less than that, you may still be able to take leave but it is not guaranteed.

You aren’t restricted from taking time-off if another member of your partner team also has time-off booked. BUT you must discuss it with everyone in the team and make sure it will work. If it does not. The person who has it booked first will have priority.

If holiday is deleted/cancelled at any point, please let PartnerOps, your team, and your Partners know.

In practice:

⁠

This sheet is where you can see your holiday balance.⁠

⁠

So, how do you go about booking a holiday?

Read below to ensure that you have a stress-free holiday! 😎

⁠

How to book your holiday

Any holidays for the month ahead must be booked before our monthly sales invoicing cycle. For example, for any time off in April, please book the time off before the 31st of March.

1. Book the time off in Resource Guru

✔️ Add the holiday into Resource Guru. You can either;

Go to dashboard > Add time off

Or add directly into your schedule and make sure you click on ‘Move to Waiting List’

You can also check out Resource Guru’s handy

how to guide⁠

For half day holidays, you will need to add the hours:

AM = 09:00 to 13:00

PM = 14:00 to 18:00

2. Tell everyone about your holiday plans

🚨 Let your partners, RORA team, and PartnerOps know that you will be taking time off and discuss where you think cover is required and ensure there is a plan in place to manage the on-going tasks in your absence. 🚨

You should tell your partners that you have time off at the time of booking, 1 month out, and 1 week out. If possible please add your holiday to your Partner’s Calendar. This forms a part of your Core Responsibilities.

3. Let us know what holiday cover is required

To request for holiday cover - add your

request⁠

for the cover needed.

🚨 For holiday covers, if you want dedicated handover time before/and/or after the cover, we will bill partners for the handover time. 🚨

It is unlikely that we will be able to arrange for holiday cover for holidays less than a week. For longer holidays, the more advance notice you provide, the more likely we will be able to arrange for holiday cover.

If your holiday is less than a week:

Consider reducing the number of days booked with some of larger partners. For example, if you usually do 1 day a week, you may want to do 0.5 day a week instead.

Consider swapping your L&D time with your partner bookings instead

If you are planning to take more than a week off:

Consider how many days of holiday cover you may require. It's actually normal for projects to wait a week or two until you're back. The goal is for all the monthly essentials and unpredictable emergencies to be covered. As such, the holiday cover we recommend is usually much less than your regular scope.

We do not promise our partners that we will provide holiday but we will aim to prioritise holiday cover ahead of new partners.

Read the

Holiday cover FAQ⁠

⁠

Before taking your holiday

Two weeks before

✔️ Have a catchup with the person who is covering for you to handover!

One week before

✔️ Remind the partner and your team the week before that you will be away

✔️ Make sure all ongoing tasks are clearly handed over to someone else in the team

✔️ Handover any projects that needs to be progressed in your absence

✔️ Check all meetings (especially recurring) on your Calendar to either cancel or invite other members of the team to cover for you

✔️ Check all upcoming Process Street tasks over holiday and update due dates or reassign, as necessary

One day before

✔️ Set a 🌴 emoji on all Slack instances as a status update with a message stating that when you’ll be back.

✔️ Set a

vacation responder⁠

on Front. Make sure you have enabled it in all your channels.

Thank you for taking the time to email me. I’m currently out of the office with no access to my emails.

I will be back in the office on XXXXXXX.

Our team will be picking up these emails and will be able to respond to you if your enquiry is urgent. Otherwise, I will respond on my return.

✔️ Set your

status⁠

as out of office to “Out of Office” on Front. Any unassigned any emails that come to you will be unassigned, so that someone else in the team can handle it if it’s urgent

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While you’re on holiday

Be on holiday! We’ve got your back.

Remember, no emails will be assigned to you whilst away. You will be able to see them in your inbox but you don’t need to action them.

If there is cover, all emails will be assigned to your ‘cover’. If there is no cover, all emails will be re-assigned to you once you are back in the office.

All unassigned emails are reviewed centrally to ensure nothing urgent is missed.