About the Assistant Leaves Tracker Feature
To make time-off requests easier and keep clients and assistants on the same page, Magic has introduced a formal Assistant Leaves feature within the Assistant Workspace dashboard.
This system allows assistants to submit leave requests directly through their dashboard. Clients receive email notifications that allow them to approve (paid or unpaid) or decline the request with a single click—no login required.
This guide explains how the process works, what to expect before, during, and after an assistant’s leave, and best practices for managing coverage while your assistant is away.
Overview: How the Assistant Leaves Feature Works
Once an assistant submits a time-off request via their Workspace, the following steps occur:
- Step1. You will receive an automated email notification with the leave details.
- Step2. The email will include options to either:
- Approve – Paid
- Approve – Unpaid
- Decline
- Step3. Magic is copied on the email for visibility and support.
- Step4. You will also receive:
- A reminder email one week before the assistant’s scheduled leave
- A reminder email one day before the leave
- Step5. If the assistant cancels the request, you will be notified automatically.
How to Approve or Decline a Leave
Upon receiving the assistant’s leave request via email:
- Step1. Review the dates and reason provided in the email.
- Step2. Choose one of the following options:
- Approve – Paid: The leave will be billed and the assistant will be paid as usual.
- Approve – Unpaid: The leave is approved but will not be billed or paid.
- Decline: The leave is not approved and should be re-coordinated with the assistant.
Your response will be automatically recorded, and the assistant will be notified. No login is required. Approval and decline actions can be completed directly through email.
- Step3. Once an option is selected, a notification pop-up will appear:
- Step4. Clients will also receive a confirmation email.
What to Expect at Each Stage
Before the Leave
- Assistants are encouraged to message you directly before filing, especially for planned time-off.
- You will receive an email notification with the leave request and approval options.
- If needed, you may request a task handoff notes or additional context from your assistant.
During the Leave
The type of support available during your assistant’s leave will depend on its length and your ongoing needs.
Short-Term Leave (1–5 days)
- For most clients, an Account Lead is available to help coordinate minor adjustments or provide quick resources.
Medium-Term Leave (1–2 weeks)
- If the assistant will be away for several business days, you may coordinate with Magic’s Support Team and/or Account Lead to:
- Assign a temporary assistant to handle general responsibilities
- Reschedule or defer non-urgent work
Long-Term Leave (Multiple Weeks to Months)
- For extended leaves (e.g., maternity, medical, or travel), Magic can assign a temporary assistant with the skillset needed to support you during the full absence.
- In these cases, your Account Lead will:
- Coordinate the transition and onboarding of the temporary assistant
- Work with the original assistant to develop a handover document
- Set clear expectations around timelines, communication, and handoff
If you anticipate needing support beyond basic coverage, please communicate your preferences with Magic’s Support Team or with an Account Lead as early as possible.
After the Leave
- Your assistant will confirm their return and resume work as scheduled.
- If temporary help was arranged, the transition will be handled smoothly with Magic’s Support Team and an Account Lead.
- Should priorities shift during the assistant’s absence, feel free to align with them or request a post-leave sync.
Reminders and Best Practices
While the Assistant Leaves feature is designed to minimize effort on your end, a few thoughtful practices can help ensure a smooth experience when your assistant takes time off:
- Advance Communication is Encouraged
Assistants are advised to notify you directly before filing a leave request, especially for planned time off. This helps align expectations early, allows you to ask questions, and allows you to plan around key deliverables or clarify availability as needed. - Approval Options Provide Flexibility
Each leave request email includes three response options: Approve as Paid, Approve as Unpaid, or Decline. These options allow you to respond based on what best reflects your working agreement with your assistant. If the request was unexpected or unclear, you are welcome to discuss it with your assistant, Magic’s Support Team, or your Account Lead before making a decision. - Coverage Can Be Arranged with Support from Magic
If you expect to need assistance while your assistant is away, Magic’s Support Team and your Account Lead can help coordinate coverage. Depending on the situation, options may include short-term support through a temporary replacement for extended absences. Providing advance notice helps us ensure the right solution is in place. - You May Continue Using Your Existing Leave Process
If you already use your time-off management system, such as a DTR, HR platform, or internal approval process, we are happy to accommodate it. Simply inform Magic’s Support Team or your assigned Account Lead so we can disable this feature. - Clarity and Transparency Benefit Everyone
The Assistant Leaves system sends confirmation and reminder emails to keep you informed. If anything is unclear—such as whether your assistant will be available during the leave, or if any tasks may be delayed—please reach out to your assistant, Magic’s Support Team, or your Account Lead. We’re here to make the process smooth and well-supported.
Frequently Asked Questions
Do I need to log in to approve or decline a request?
No. All necessary information and action buttons are included in the email you receive.
Can I change my response after submitting?
Yes. Please contact Magic’s Support Team or your Account Lead to revise or update your decision.
Does my approval affect billing?
Yes. Approving the leave as “Paid” will result in normal billing. If approved as “Unpaid” or declined, that day will not be billed.
What if I didn’t discuss this leave with my assistant?
You may decline any request that was not aligned in advance. We encourage assistants to coordinate proactively before filing.
Can I request temporary assistance during a leave?
Absolutely. Magic’s Support Team or your Account Lead can coordinate coverage through a temporary assistant, depending on your needs and the length of the leave.
What if I prefer not to use this system?
Please inform the Support Team or your assigned Account Lead if you prefer to manage time-off internally. We can tailor the setup to fit your preferred workflow.
Questions or Support
If you have questions about a leave request, would like help coordinating coverage, or prefer a different approach to managing time off, please contact the Support Team via [email protected] or your assigned Account Lead.