The parent opens the Guardian Portal
The parent opens the Guardian Portal, picks the child, and goes to Requests, then Leave. Apply for Leave sits above the Leave History.
How to apply for student leave and approve or reject it
A family tells the school a child will be away. This guide follows one request from the parent's form to the school's decision and back to the family, so nobody has to phone the office to ask.
Who it is forRegistrar, and parents using the Guardian PortalTime10 minutesProductSCMLevelBeginner
Before you start
Steps
The parent fills in the leave form
In Apply for Leave the Student is read-only and follows the child chosen above (Sana Siddiqui). Pick From date 15/10/2026 and To date 16/10/2026 (the last day away), then write the Reason: "Family wedding in Faisalabad, travelling on Thursday."
Submit and see it pending
Press Submit. A toast says the request is pending the school's decision, and it appears under Leave History with the reason, the dates and a Pending chip. The parent can file more requests the same way, for example Ayesha for 12 to 23 October.
Staff open the list
Staff open Students › Student Records › Leave Requests. The page Student Leave Requests lists the newest first, with the student and registration number, From, To, Reason, a status badge and the actions. The status filter offers Pending, Approved and Rejected; a status with no requests shows No leave requests found.
Approve a request
A pending row has two round buttons. The green check approves at once, with no confirmation. A toast says Leave request approved, the badge turns Approved and the actions cell shows a dash.
Reject with a reason
The red cross opens Reject Leave Request, naming the student. Reject stays grey until you type a reason, for example "Annual exams start 19 October; please apply for emergency leave only." The toast is Leave request rejected; the status turns Rejected and the reason shows in the actions cell.
Decide from the Approvals inbox instead
Every leave request is also a request in the Approvals inbox. The cards count Total, Pending, Approved and Rejected. The row reads Student leave with the requester (Imran Siddiqui). The green check opens Approve Request with an optional comment; Approve decides it and the toast says Request approved.
One decision only
If a second person has the list open and approves the same request, the app answers This leave request has already been decided and the row refreshes to the real status.
The family sees the answer
Back in the Guardian Portal, Sana's request reads Approved. Ayesha's reads Rejected, with the school's reason underneath so the family knows why.
The notification
Each decision also reaches the parent as a notification. The title says Leave request approved, and the message names the child and the date. A rejection names the child, the dates and the school's reason.
Check it worked
- The parent's Leave History shows Approved or Rejected, with the reason for a rejection.
- The staff list shows the same status and, for a rejection, the reason.
- The parent has a notification for each decision.
Common mistakes
| Mistake | What you see | Fix |
|---|---|---|
| Reason shorter than 10 characters | Submit stays grey | Write a fuller reason |
| Rejecting without a reason | Reject stays grey | Type the reason for the family |
| Deciding a request twice | This leave request has already been decided | Reload the list and read the real status |
Quick reference
| Item | Meaning / rule |
|---|---|
| Pending | Waiting for the school |
| Approved / Rejected | Final; one decision only |
| Reject reason | Shown to the family |
| Approvals inbox | A second place to decide the same request |
Frequently asked questions
Can a leave request be decided twice? No. A request gets exactly one decision, from either the Leave Requests list or the Approvals inbox. A second attempt answers that it has already been decided.
Does a rejection need a reason? Yes. Reject stays grey until a reason is typed, and the family sees that reason in the Guardian Portal and in their notification.
Does the parent find out about the decision? Yes. The status in Leave History changes to Approved or Rejected, and the parent also receives a notification naming the child and the dates.
Where can staff decide a leave request? Either in Students > Student Records > Leave Requests, or in the Approvals inbox, where it appears as a Student leave request.
Do this in GridX SCM
GridX SCM runs this whole workflow. See what GridX SCM does and what it costs, or browse all step-by-step guides.