eLeave User Guide

1. Requesting a SARD account
2. Accessing SARD for the first time
3. Navigating your Dashboard
3.1 My Dashboard drop-down list
3.2 Account drop-down list
3.3 Where would you like to go today?
3.4 Overview
3.5 Notifications
3.6 My Details
3.7 Help and Support
4. eLeave
4.1 Users
4.2 Allowances
4.3 Choosing your Leave Approver(s)
4.4 Requesting leave
4.5 Adding/cancelling leave
4.6 Leave in lieu
4.7 Errors
4.8 Changing a leave request
4.9 Viewing leave
4.10 Specialty/Directorate tabs
4.11 Month/Year list view
4.12 Filter view
4.13 Downloading leave as a CSV file
5. Leave Approvers
5.1 Approving/rejecting/cancelling leave
5.2 Approver tab
5.3 Editing leave allowances
6. SARD Customer Support

1. Requesting a SARD account

Access to the website is by invitation only, and accounts are set up by the administrator within your organisation. If you think that you should have access to SARD, please contact one of your organisation’s administrators and request an invitation. If you are unsure whom to contact, please get in touch with us on support@sardjv.co.uk, giving the name of the organisation you work for so we can provide you with the best email address to contact.

2. Accessing SARD for the first time

Once your account has been set up, you will receive an invitation email, which will come from no-reply@sardjv.co.uk. Click on the Accept Invitation link within the email to set your own password and get started. Your username is the email address that the original invitation was sent to.

Once you have set your password, you will see a welcome screen that will prompt you for information. You will be asked which medical roles are applicable, e.g., whether you are a clinical supervisor, inpatient doctor, community doctor, psychiatrist, anaesthetist, etc. You should select ALL roles that apply to you.

Once you have provided the required information, tick the confirmation box and click the Save and continue button.

Now that you have completed your initial setup, you will be able to access SARD using your registered email address and password on the main sign in page.

3. Navigating your Dashboard

The Dashboard is the ‘hub’ of your SARD account. It is the first page you will see when you log in, from which you can get an overview of your progress, view any notifications you may have, and access all the various products.

3.1 My Dashboard drop-down list

My Dashboard is located in the top-left corner. Clicking on it will expand the drop-list with all the products and features you have access to (including other SARD products such as MSF/360, Job Planning, or the Appraisal and Portfolio). You will also find shortcuts there to your My eLeave page:

3.2 Account drop-down list

If you click on your name in the top-right corner, it will unveil a drop-down list with shortcuts to your Dashboard, editing your details and the option to log out, among other things. Just like My Dashboard, this drop-down list is a permanent fixture – both remain visible in respective top corners throughout the system:

3.3 Where would you like to go today?

The centre of your Dashboard displays icons for each product and feature you have access to. Clicking on an icon will open a product or feature:

3.4 Overview

Overview allows to see at a glance any due dates. Each due date has an i for information icon next to it for more details. This would not be of particular relevance to the eLeave product, but more information on this would be provided in our User Guides for other products.

Please note this image is an example – your actual Dashboard appearance and available products will vary depending on your organisation and role.

The dates under Overview are colour-coded. For example, pending leave requests will be highlighted yellow, approved leave requests will be highlighted green, whereas cancelled or rejected leave requests will be highlighted red. This RAG (Red/Amber/Green) coding is also used for other products, including due dates, below Overview.

3.5 Notifications

Here you can see any recent notifications, such as whether your leave has been approved, or if your allowance has been updated. To expand the list of notifications further, please click See All Notifications:

3.6 My Details

Clicking on this icon will show basic details of your SARD profile such as leave year start, registered email address, organisational structure and your medical roles. Your profile can be updated at any time by clicking on Edit My Details:

You can even add your profile picture here, if you wish. Once done editing your profile, please click Save.

3.7 Help and Support

This is where you can find your organisation’s Support Documents such as guidances and templates for various forms. You will also find further resources like Helpdesk, video and user guides here. Most importantly, under Help & Support there are contact details for the administrators at your trust/organisation, should you need to get in touch with them:

4. eLeave

In order to open your eLeave calendar, please click on the eLeave icon in the upper part of your Dashboard, then click View My Leave or + Book Leave. Alternatively, you can choose My eLeave from the drop-down list under My Dashboard in the top-left corner:

There, you can view your allowances for each type of leave (i.e., Annual, Study/Professional or Sick Leave), request leave, view your booked leave and view the booked leave of your colleagues. Leave Approvers can manage leave requests for their approvees in the same section.

If you have not already created your eLeave calendar, then you will be prompted to select a Leave Approver and create one. You will then be taken to the eLeave calendar:

4.1 Users

The User tab is where you can manage your personal leave:

4.2 Allowances

How can I check my annual leave allowance?

Click the View Allowances tab or scroll down to view your leave allowances:

This table contains allowances which are relevant to the current annual leave year, e.g., 01/01/2025 to 31/12/2025.

You can see the start (From) and end (To) date of the leave year, how many leave days were booked (Days Taken), and how many days are left (Days Remaining).

If you click the eye icon on the right-hand side, you will be able to see more information about the particular type of allowance, i.e., how much annual leave allowance was accrued in this period, or carried over from the previous period.

4.3 Choosing your Leave Approver(s)

Once you open eLeave by clicking on the View My eLeave button (under eLeave on your Dashboard), click the Edit Approvers tab to select approvers from a drop-down list, then click Save:

You can remove a Leave Approver at any time in the same place by clicking x next to their name, then clicking Save. Leave Approvers will be able to view, approve, reject or cancel your leave requests. They will be automatically notified of all requests and cancellations you make.

4.4 Requesting leave

To request leave, you can either click the New Request tab, or click on the day in the eLeave calendar you wish the leave to start. A pre-populated New Leave Request pop-up window for that day will be displayed. You can modify the details of the New Leave Request as necessary, such as type of allowance, start and end dates or notifiable contacts. The value in the Allowance (days) field will update automatically to keep track of the number of days between the dates. You can override this by changing the value manually, if required. When you are happy with the details provided, click the Request button in the bottom-right corner of the New Leave Request mini-window. Your Leave Approvers will be sent a notification prompting them to review the submitted leave request.

4.5 Adding/cancelling leave

Should you need to delete a leave request which has not been approved, open it by clicking on the leave period marked with an R (Requested) in the eLeave calendar, then click the Cancel Leave button below:

If you wish to cancel leave that has been already approved, please open it in the eLeave calendar (the green tick indicating approved leave) and click the Request to Cancel button at the bottom of the Approved Leave pop-up window:

Just as with cancelling an unapproved leave request, your Leave Approver will be then notified and asked to approve or reject such a request.

4.6 Leave in lieu

The system can be used to both accrue (accumulate) and take (use up) leave in lieu.

To accrue leave (i.e., to work on a day you normally would not, in order to claim it afterwards), choose Accrue from the Take/Accrue line in the New Leave Request pop-up window, then click Request:

You can then set dates, times and allowance as normal, to be followed by clicking Request. This request will then be sent to your Leave Approvers, and the day(s) accrued will be added to your overall leave allowance.

To take your accrued leave (i.e., spend the extra day of leave you have accrued), create a New Leave Request and select Take in the Take/Accrue line:

Once requested, this amount of leave in lieu will be subtracted from your allowance.

4.7 Errors

If you make a mistake entering details in the New Leave Request pop-up window, e.g., requesting leave which finishes before it starts, or that overlaps with an existing (Approved) leave period, the request will not be saved. An error message will be displayed, prompting you to correct any inaccuracies:

Once amended, click Request again to submit the leave request to Leave Approvers.

4.8 Changing a leave request

While a leave request is still in the Requested state, you can change it by clicking on the requested leave in the eLeave calendar:

Unlike when requesting a new leave period, the Requested Leave pop-up window will display the Planned Activities section below, which lists all the activities from your current Job Plan scheduled for the leave period. Please mind that this feature is only available if you: a) have access to our Job Planning tool, and b) you have completed the Job Plan for the current year.

Once you make the necessary changes, ensure to click the Save button below:

The leave request will be updated accordingly.

4.9 Viewing leave

You can view each type of leave request in every status (Requested, Approved, Rejected, Accrual or Requested to Cancel), including after it has been cancelled (Cancelled), by clicking on the leave period in question in the eLeave calendar:

4.10 Specialty/Directorate tabs

You can view the requested and approved leave of other users in your specialty by selecting the Specialty tab in the top-left corner of the eLeave page:

Depending on your organisation, you may also be able to see the approved leave of others in your Directorate by selecting the Directorate tab:

4.11 Month/Year list view

Click the Month or Year button in the top-right corner of the eLeave calendar to view a list of all leave requests during the period:

The single dash (</>) buttons are for navigating to the previous/next month, whereas the double dash (<</>>) buttons are for jumping to the previous/next year.

4.12 Filter view

Types of leave requests can be hidden by unticking the checkboxes as per the below screenshot:

You can hide these from view altogether by clicking on the Close Filters button above.

4.13 Downloading leave as a CSV file

Click the CSV button to download a CSV (Comma Separated Values) file containing your leave in the current view. This file can be opened in Microsoft Excel, Google Sheets, Apple Numbers or a similar program. You may need to add filters in headers to narrow down the results, if required.

5. Leave Approvers

If you hold the Leave Approver role, you will have access to the Approvee and the Approver tab in the top-left corner of eLeave page. There you can manage leave requests for all your approvees by choosing a name from the drop-down list:

5.1 Approving/rejecting/cancelling leave

To approve, reject or cancel leave, click on the leave request in question either in the Leave to Approve section on your Dashboard or in the eLeave calendar:

Depending on your organisation, you may be able to see the View Planned Activities section in the Requested Leave window. It allows to view any activities in the approvee’s Job Plan for the day(s) in question. You can then approve, reject or cancel, the leave request accordingly:

5.2 Approver tab

The Approver tab allows you to view all leave for all your approvees in one eLeave calendar:

5.3 Editing leave allowances

As a Leave Approver, and depending on your organisation and the type of leave, you may be able to edit the allowances for your approvees. For this, click on the pencil icon on the right-hand side in the approvee’s Allowance table at the bottom of eLeave page:

6. SARD Customer Support

If you require some additional help, we have online support available every weekday between 9am and 5pm via our online chat system. Just click on the green button in the bottom-right corner of your screen to open a Support Team chat window:

Clicking the Help tab on the right will direct you to a catalogue of Helpdesk articles which can be also found here. These should prove useful, especially if you need assistance outside of business hours.

As always, please let us know if you have any questions or comments via the live chat system or email at support@sardjv.co.uk.

Updated on: 01/07/2025