Leave Tool

Overview

The Leave tool replaces direct Xero leave submissions with an in-app workflow. Employees submit leave requests, which go through a two-tier approval process (manager → executive). On final approval, the leave is automatically synced to Xero, Productive.io, the Tribe Google Calendar, and posted to Slack.

Features

Leave balances — Cached from Xero, shown before submitting a request
Two-tier approval — Manager approval then executive approval (with shortcuts for managers and executives)
External integrations — Xero LeaveApplication, Productive booking, Google Calendar event, Slack notification
Cancellation — Reverses all external integrations when approved leave is cancelled
Pending badge — Sidebar badge showing count of requests awaiting your approval
Audit trail — Full history of every action on a request

Approval Flow

Employee submits    → pending_manager → Manager approves → pending_exec → Executive approves → approved
Manager/Head submits → pending_exec   → Executive approves → approved
Executive submits    → approved (auto)

pending_manager: Approver must be is_manager=1 in a shared squad, or an executive
pending_exec: Approver must have access_level = 'executive'

Permissions

Level	View	Submit/Approve	Manage (retry integrations)
Executive	All requests	Yes + auto-approve own	Yes
Head	All requests	Yes	No
Manager	Own + squad	Yes	No
Lead	Own only	Submit only	No
Employee	Own only	Submit only	No

Post-Approval Integrations

On executive approval (or auto-approval for executives), the following run independently:

Xero — Creates a LeaveApplication via Payroll AU API
Productive — Creates a time-off booking
Google Calendar — Creates an all-day event on the Tribe calendar
Slack — Posts to #company-leave with leave details

Each integration runs independently — a failure in one doesn’t block the others. Failed integrations are stored and can be retried by executives.

Components

Component	Purpose
`leave-page.tsx`	Main page: tabs (My Leave, Pending, All), balance card, form/detail sheets
`leave-request-form.tsx`	Submit leave: type, dates, hours, notes
`leave-request-list.tsx`	List of requests with status, type, dates
`leave-request-detail.tsx`	Full detail with actions, integration status, history timeline
`leave-balances-card.tsx`	Leave balance grid with refresh button
`leave-status-badge.tsx`	Coloured status badge (pending/approved/rejected/cancelled)
`leave-integration-status.tsx`	Per-integration success/failure indicators with retry button

URL State

?tab=mine|pending|all — active tab
?id=<leave-request-id> — selected request detail view

Data Model

Table	Purpose
`leave_types`	Cached from Xero PayItems (ID, name, is_paid)
`leave_balances`	Per-user balances cached from Xero (1hr TTL)
`leave_requests`	Core table: user, type, dates, hours, status, external IDs, integration errors
`leave_request_history`	Audit trail: action, actor, comment, timestamp