Attendance, shift and leave process for CA firms: peak seasons, late nights and leave that gets taken
A CA firm does not run on a nine to six clock. It runs on deadlines. A leave and attendance process built around the season keeps clients covered and stops tired staff from quietly leaving.
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Share your requirementsWhy attendance, shift and leave process matters in CA firms
Most firms treat busy weeks as a test of loyalty. Staff work late, skip weekends and are told to take leave later. Later arrives in a clump after the season, when three people are away at once and clients call the partner for answers.
The better approach is to treat the season as a known event. Mark the peaks, plan cover, decide in advance what time back is given and record hours simply. People can then plan their lives, and partners can see how stretched a team is.
How to set it up
1. Mark the year's peaks
List the weeks for each service line with the heaviest load, such as returns, audits and year end. Share the calendar with every team member.
2. Decide leave rules around the peaks
State when leave is not usually approved, when it is easy to get, and how swaps work. Keep the rules short and the same for everyone.
3. Record late sittings
A simple entry for days beyond regular hours, countersigned by the manager. This is for time back and for seeing patterns, not for blame.
4. Agree time back after the peak
Decide whether it is days off, later starts or a flexible week, and apply the rule evenly across partners' teams.
5. Plan client cover for absences
Each client file has a named backup. Before leave is approved, the manager confirms who will handle calls and deadlines. See also the HR policies and governance page for written rules.
Check these first
Before changing anything, find out what is true today. These take an afternoon and use your own records.
- Look at the calendar and note which weeks had the highest number of late sittings.
- Count staff on leave at the same time in the weeks after the last season.
- Ask three team members how time back was decided last time.
- Check whether each major client has a named backup person.
GullyHR can do this with you. Read how we approach attendance, shift and leave process in general, or share your requirements and we will tell you where to start.
Questions owners ask
Many firms do, but the rules on hours and overtime vary. Confirm what applies to your firm with a qualified professional and write down how extra work is recorded and recognised.
Spread it by agreeing in advance. Ask teams to plan dates before the peak, approve in turns and keep a minimum cover for client files.
Not necessarily. A simple daily record by the manager, with late sittings noted, often serves. Pick the method that your team will keep up consistently.