Approving and Rejecting Time-Off Requests

Learn how managers and administrators review, approve, or reject employee time-off requests from the Requests page.

What Is This?

When an employee submits a time-off request, it enters a Pending status and waits for a manager or administrator to review it. From the Requests page, authorized users can examine the request details and either approve it (granting the time off) or reject it (denying the request). This article walks you through the review process and explains the status flow.

Prerequisites

#	Prerequisite	Details
1	Pending requests exist	At least one employee must have submitted a time-off request
2	Access to the Requests page	Click Requests in the left sidebar

Step-by-Step Instructions

Understanding the Status Flow

Status	Meaning	What Happens Next
Pending	The request has been submitted and is awaiting review	A Manager or Admin approves or rejects it
Approved	The request has been granted	The time off is confirmed; shift overlap rules take effect
Rejected	The request has been denied	The employee is notified; no time off is applied

Filtering for Pending Requests

Step	Action	Expected Result
1	Click Requests	The Requests page opens
2	Open the Status dropdown in the filter bar	Status options appear: Pending, Approved, Rejected
3	Select Pending	The list updates to show only requests awaiting review
4	(Optional) Use the Employees dropdown to filter by a specific team member	The list narrows to requests from the selected employee

Reviewing a Request

Step	Action	Expected Result
1	Click on the request row to view its details	A detail view or side panel opens showing the full request information: type, dates/times, payment type, attached files, and any notes
2	Review the details — check dates, type of leave, and whether it conflicts with team schedules	You have enough context to make a decision

Approving a Request

Step	Action	Expected Result
1	Open the request detail view	The request details are displayed
2	Click the Approve button	A confirmation may appear depending on your workspace settings
3	Confirm the approval if prompted	The request status changes to Approved. The employee is notified. If the employee chose “Delete shifts” or “Move to open shifts,” those shift changes are now applied

Rejecting a Request

Step	Action	Expected Result
1	Open the request detail view	The request details are displayed
2	Click the Reject button	A confirmation or reason dialog may appear
3	(Optional) Enter a reason for rejection if the dialog prompts for one	The reason is stored and visible to the employee
4	Confirm the rejection	The request status changes to Rejected. The employee is notified. No changes are made to shifts

Reviewing Multiple Requests

Step	Action	Expected Result
1	Work through the list, opening each request	Review details one by one
2	Approve or reject each request as appropriate	Each request’s status updates immediately after your action
3	Click the Refresh icon if new requests arrive while you are reviewing	The list reloads with the latest submissions

Access Permissions

Role	View Pending Requests	Approve Requests	Reject Requests	Receive Notifications
Employee	Own only	No	No	Yes (on status change)
Manager	Own + team	Yes (team members)	Yes (team members)	Yes
Admin	All	Yes (all)	Yes (all)	Yes

FAQ

Q1: Can I undo an approval or rejection?
Typically, once a request is approved or rejected, the status is final. If you need to reverse a decision, consult your administrator — they may be able to manually adjust the request or ask the employee to submit a new one.

Q2: Does the employee get notified when I approve or reject their request?
Yes. The employee receives a notification (in-app and/or via email, depending on workspace notification settings) whenever their request status changes.

Q3: What happens to shifts when I approve a request?
It depends on what the employee selected in the “What to do with shifts that overlap” field. If they chose Delete shifts, overlapping shifts are removed. If they chose Move to open shifts, those shifts go to the open shifts pool. If they chose Nothing, shifts remain unchanged.

Q4: Can I approve a request retroactively (for dates that have already passed)?
Yes. The system allows you to approve or reject requests regardless of whether the dates have passed. This is useful for recording unplanned absences after the fact.

Q5: Who can I contact if I do not have permission to approve requests?
Reach out to your company administrator. They can adjust your role to Manager or Admin level if appropriate for your responsibilities.

Possible Issues and Solutions

Issue	Possible Cause	Solution
Cannot see the Approve/Reject buttons	Your role is Employee, not Manager or Admin	Contact your administrator to upgrade your role if you are responsible for approvals
Approved a request by mistake	The action was confirmed before reviewing carefully	Contact your administrator to discuss reversal options; the employee may need to resubmit
Employee says they were not notified	Notification settings may be disabled	Check the workspace notification settings under admin configuration; ensure email/in-app notifications are turned on
Shifts were not updated after approval	The employee selected “Nothing” for shift overlaps	Manually adjust the schedule, or ask the employee to resubmit with “Delete shifts” or “Move to open shifts” selected
Pending filter shows no results but employees say they submitted requests	The date range filter may be excluding the requests	Clear the date filters or widen the range, then click the Refresh icon