How to handle holiday requests in care during peak annual leave season

Summer. Christmas. Easter. Bank Holidays.

 

They’re the times when your team need a break, but your service still needs to run smoothly.

Annual leave requests tend to flood in during these periods, with staff wanting time off for family holidays, childcare cover or simply a well-earned rest. But in care, where rotas are tight and every shift matters, it’s not always easy to say yes.

Unlike other industries, you can’t just close the doors or scale back during quieter periods. Your clients still need support and your staffing levels have a direct impact on their well-being and safety.

That’s why managing leave fairly and efficiently is so important. It’s not about denying time off – it’s about putting a clear system in place that works for everyone.

Here’s how to strike the right balance during peak periods – keeping your rota covered and your team supported.

 

Make it clear how and when to request leave

Your team can’t follow a process they don’t know exists.

• Be upfront about how much notice is needed
• Share any rules around busy periods (e.g. no leave over Christmas Eve or New Year’s Day)
• Use a single, simple method for all requests – ideally digital, so nothing gets lost in a drawer

If you’re using Care Control’s rota system, staff can request annual leave directly from their mobile app, and managers get notified instantly. No forms, no fuss.

 

Keep it fair – and avoid playing favorite’s

It’s tough when two staff members want the same week off. But having a clear policy makes decisions easier.

You could:

• Work on a first-come, first-served basis
• Rotate priority between staff each year (e.g. one gets Christmas off one year, the other next)
• Use a points or cap system if you’re regularly oversubscribed

Whatever you choose, stick to it – and make sure everyone knows where they stand.

 

Plan ahead – way ahead

Most leave clashes happen because requests come in late. Encourage staff to book time off early, and keep your rota ahead of the game.

• Use Care Control to spot gaps before they become problems
• Set reminders to check and approve leave each week
• Have contingency cover in place – bank staff, agency or flexi‑contracts

The earlier you plan, the easier it is to say yes.

 

Handle refusals with clarity and confidence

Not every leave request can be approved – especially during busy periods. When that happens, it’s important to be clear and consistent.

• Explain the reason for refusal
• Point back to your policy or rota requirements
• Offer alternatives where possible – a shift swap, a different week, or part leave now and the rest later

It’s about making informed decisions that balance fairness with the needs of your service – and ensuring your team understands the ‘why’ behind them.

Make it easy with Care Control

Managing annual leave doesn’t need to be complicated or time-consuming. With Care Control, it’s all built in – so you can handle requests quickly, keep your rota up to date, and avoid last-minute cover headaches.

With our connected system:

• Staff can request leave straight from their phone, no chasing and no confusion
• You can instantly see who’s off, when, and where you might need extra cover
• Approved leave updates your rota automatically – saving hours of manual input
• It’s paper-free, trackable, and easy to manage
• And the drag-and-drop rota makes reshuffling shifts simple when plans change

It’s not just about convenience, it’s about giving you the tools to stay ahead, reduce rota stress, and keep your service running smoothly.
No more guesswork. No more crossed wires. Just clear visibility and complete control, even during the busiest times of the year.

Smarter rota planning starts here.
Book a demonstration to see how Care Control gives you clarity, flexibility, and full visibility across your team. [Click here]

Let’s wrap this up

You can’t say yes to every leave request, and in care, that’s the reality. But with the right systems and processes in place, you can make the whole experience smoother, fairer, and far less stressful for everyone involved.

By setting clear expectations, planning, and using tools that give you full visibility of your rota, you’ll stay in control, even during the busiest times of year.

It’s not just about managing requests. It’s about maintaining safe staffing, reducing burnout, and keeping your team engaged, while making sure the people you care for and support continue to receive the high-quality care they deserve.