Coach Leave & Cover Requests

Coach Leave & Cover Requests

When a coach needs time off, the leave system ensures their classes are covered without gaps in the schedule.

Submitting Leave

1. Go to Schedule → Leave tab.
2. Click + Request Leave.
3. Select the coach (staff can only submit for themselves; managers can submit on behalf of any coach).
4. Set the start date and end date of the leave period.
5. Add optional notes (e.g. reason, instructions for cover).
6. Toggle Notify Team to alert eligible coaches about cover opportunities.
7. Click Submit.

What Happens Next

The system automatically:

1. Identifies all classes assigned to the coach during the leave period.
2. Creates cover requests for each impacted class.
3. Notifies eligible coaches (if "Notify Team" is enabled).

Cover Request Flow

• Open — A cover request exists but no coach has claimed it yet.
• Covered — A coach has claimed the cover. The class is automatically updated to show the covering coach.
• Cancelled — The leave was cancelled or the cover request is no longer needed.

Requesting Cover on a Coach's Behalf

Admins and managers can put a session on the cover board without waiting for the coach to raise it — useful when a coach calls in sick or is unreachable.

• One session — Open the session from the Rota tab (or edit the class) and choose Request cover. Pick a reason and add an optional note.
• Several sessions at once — On the List tab, tick the sessions and choose Request Cover in the actions bar.

Sessions that have already finished, are cancelled, already have a cover request, or have no coach assigned are skipped, and you are told why. The assigned coach is notified that their session has been put up for cover, and the rest of the coaching team is alerted so they can claim it.

Claiming Cover

Eligible coaches see open cover requests on their dashboard or via notification. They click Claim Cover to take on the class. Once claimed, the class detail updates to show the covering coach and the original coach is noted for payroll purposes.

If No Cover Is Found

If a class remains uncovered, managers can:

• Manually assign a coach to cover the class
• Cancel the class (members are notified automatically)
• Reassign the class to a different coach

Permissions

• Staff — Can request leave for themselves only. Cannot delete other people's leave.
• Manager+ — Can submit leave on behalf of any coach and manage all cover requests.

Classes with more than one coach

• Cover is handled per coach. If an additional coach books leave, only their slot needs cover; the lead and other coaches are unaffected.
• Each request on Classes Requiring Cover shows a Lead coach or Additional coach badge with the coach's name.
• For additional-coach requests, managers see Remove coach above Assign cover. Remove coach takes that coach off the class and closes the request, useful when the class doesn't need the extra coach.
• Assign cover and Claim Cover replace only the coach who is away. A covering coach takes over that slot's pay.
• Retrospective cover (recorded after the class) works the same way, per slot.