Overview

When you need time off for vacation, illness, or personal reasons, submit a time off request through the platform. This notifies your administrator, checks for conflicts against your booked sessions, and routes any affected sessions toward coverage. Submit requests as far in advance as possible to give your admin time to find coverage.

Why advance notice matters

Requesting time off early allows your organization to rearrange sessions, find substitute coaches, or notify families if sessions need to be rescheduled. Last-minute requests can disrupt student schedules and create extra work for administrators. Most organizations have a minimum notice period in their policies.

What to expect

The moment you submit a request, Gigpie checks it against your scheduled sessions in that date range and reports how many are affected. Your administrator is notified and can begin arranging coverage right away. Once approved, the dates block your calendar from new bookings.

Best practices

Submit requests at least two weeks in advance when possible
Provide a specific reason to help with coverage planning
Check your scheduled sessions before selecting dates
Communicate directly with families if you have ongoing students
Follow your organization's time off policy

Steps

1
Navigate to Time Off
Click Time Off in the navigation menu to access the unavailability management page. Any active or upcoming requests appear here.
2
Click Request Time Off
Click the button to open the request dialog. It comes pre-filled with a sensible starting date range, which you can adjust in the next step.
3
Select your start and end dates
Click either date field to open a calendar picker and choose the range when you'll be unavailable.
4
Add a reason (optional)
Select a reason from the dropdown and add any additional notes — useful context for whoever ends up covering your sessions.
5
Submit your request
Click Submit Request to send it to your admin. Gigpie immediately checks your date range against your booked sessions and reports how many need coverage.