Approve requests

Work Time › Requests is the approval queue for absence requests. Managers approve or reject the requests of the people who report to them, and can cancel an approved absence. Admins can do the same for everyone in the company.

Before you start

• You need the Manager access level or above. Employees don't see the Requests menu entry.
• You can act on the requests of your direct and indirect reports (everyone below you in the reporting line). Admins and super admins can act on every request of the company.
• A Scoped admin sees the requests of the people in their scope, but can only approve, reject or cancel those of people who report to them (see Scoped admins).

The Requests page

1. In the sidebar, go to Work Time › Requests.
2. The page header reads Requests with the subtitle "Review and manage absence and remote work requests from your team."
3. The requests are split into four tabs: Pending (opened by default), Approved, Rejected and Canceled. Each tab shows the number of requests matching the current filters. When a tab is empty, it reads "Nothing to show for now" (for example "All pending requests will show up here.").

Each tab shows a table:

By default the list is filtered on Team level: My Team: if a request you expect is missing, open Filter and change or clear this filter (Clear all). Use Search to find a member, and the filters to narrow the list by Member, Team level (for example My Extended Team to include indirect reports), Requested on, Start date or End date.

Review a request

Click the information icon of a row to open the Request summary. It shows:

• Requested for: the member, and the Reference contact they chose;
• the Duration: start and end dates with the day part (full day, morning, afternoon), the number of days and the Status;
• for each policy used, the days requested (Request) and the member's current Balance on that policy;
• the Additional description written by the member;
• the Message from the manager, if a decision was already made;
• the Attachments (click the eye icon to open the document), or "No attachment file." with an Add attachment button.

From the summary you can click Approve or Reject (pending request), or Cancel this request (approved request).

Approve a request

1. On the Pending tab, click the green tick of the row, or Approve in the request summary.
2. The Approve request? window explains: "This request will be approved and the employee will be notified. You won’t be able to undo this action."
3. Optional: write a Message for the employee (optional) (up to 400 characters).
4. Click Approve request.

The message "Request approved. The member will be notified by email." confirms the action. The request moves to the Approved tab, the days are deducted from the member's balances, and the member receives an email ("Absence Request Approved") and a notification with your message.

Approving with a negative balance

If approving would put the member's balance below zero on a policy (for example because other absences were approved in the meantime), the Approve request with negative balance? dialog warns you: "Approving this request will put (name)’s balance into negative on (policy). Do you want to proceed?" Click Approve to continue.

If the policy doesn't accept a negative balance, the approval is refused and a message names the member and the policy with an insufficient balance. Ask the member to change their request, or have an admin adjust the balance.

Reject a request

1. On the Pending tab, click the red cross of the row, or Reject in the request summary.
2. In the Reject request? window ("This request will be rejected and the employee will be notified."), optionally write a Message for the employee (optional), for example the reason.
3. Click Reject request.

The request moves to the Rejected tab and the member is notified by email. No days are deducted. A rejected request can't be approved afterwards: the member needs to submit a new one.

Cancel an approved request

1. On the Approved tab, click the cancel icon of the row, or Cancel this request in the request summary.
2. The Cancel approved request? window explains: "This request will be cancelled and removed from the approved list. The employee will be notified."
3. Optionally write a message, then click Cancel request.

The request moves to the Canceled tab, the days are credited back to the member's balances, and the member is notified by email.

Act on several requests at once

1. Tick the checkboxes of the requests (or use the header checkbox to select all the results of the current search and filters). The action icons appear in a bar above the table.
2. Use the buttons in the selection bar:
   • on the Pending tab: Approve requests (tick) or Reject requests (cross);
   • on the Approved tab: Cancel requests.
3. Confirm in the window (Approve selected requests?, Reject selected requests? or Cancel selected requests?). You can add one message, sent to every member.

A confirmation such as "3 Requests approved. Members will be notified by email." is shown. If some requests can't be processed (for example an insufficient balance), they are listed in a message and the others are processed anyway.

How you are notified of new requests

When one of your direct reports submits a request, you receive an email ("Absence Request Pending: (name)") and an in-app notification, both with a link to the request. When they cancel a pending request, you receive a cancelation email. Requests from indirect reports don't send you an email, but they appear in Requests when you filter on My Extended Team.

Common questions

I don't see the Requests menu.

It's reserved to the Manager access level and above. If you manage people but see only My Calendar and Planning, ask your admin to check your access level.

A request from my team is not in the list.

Check the filters: the default filter is My Team (direct reports). Switch the Team level filter to My Extended Team to include indirect reports, and check the tab (the list opens on Pending).

Can I change the dates of a request before approving it?

No. Reject it with a message explaining what to change, and the member submits a new request.

Can I undo an approval?

Not directly. You can cancel the approved request from the Approved tab: the days are credited back. The member then submits a new request if needed.

Who approves my own requests?

Your own manager, like for any other member. Admins can also approve them.