Leave requests can be handled in two views:
| When you want to | Open |
|---|---|
| Handle everything awaiting approval in one queue | Approvals |
| View your team’s absences in a calendar | Team time off |
Both views show the dates, absence type and information relevant to the decision. Staffing, other overlapping absences and the employee’s leave balance are shown when the information is available.
Handle a request in Approvals
Approvals combines working time, expenses, trips, leave, shift swaps, open shifts and training in one prioritised queue.
- Select a leave request.
- Check the dates, leave balance, other people away at the same time and any staffing or working-time conflicts.
- Select Approve leave or Reject. A rejection requires a reason that is shown to the employee.
An approval or rejection is held briefly before it is saved. Select Undo to cancel the latest decision. With the keyboard, A approves, R rejects a leave request, and J and K move through the queue.
Handle a request in the team leave calendar
Team time off shows requests and approved absences in a calendar. Select a request to open its details and decision actions.
Pending requests are also shown at the top of the calendar. A quick approval can be cancelled during the short Undo window.
To record an absence on behalf of the employer, select dates on the employee’s row or open the form. Record an absence is available only for absence policies with the Employer assignment process.
What happens after approval
The absence decision creates the working-time information for each day automatically.
- Full days that have already ended are confirmed and approved as part of the same decision. They are not sent to you again for working-time approval.
- Future full days are processed automatically after each day ends.
- A partial day remains for the employee to complete because they must record the time they worked.
The details of a partial-day request show the date, absence times and duration. The decision applies only to that part of the day.
Resolve conflicts
If a request overlaps an already confirmed working day, select Replace the days with the absence and approve it before approving. The days are confirmed again as absence days, and the recorded hours stay in the day’s event history. A locked payroll period or an already invoiced day prevents the replacement.
If work has already been recorded during a partial-day absence, Approvals offers two options:
- Approve without credit approves the absence without changing the day’s working hours.
- Move the time window places the absence in a period with no recorded work.
Use staffing information
Staffing compares planned shifts with the staffing requirement. A warning appears if approval would leave staffing below the required level. You can open the day directly in shift planning.
Staffing information is advisory and does not prevent approval. It is shown only when a planning unit is selected and staffing requirements have been defined for it.
Gaps created by an approved absence in a published shift are handled in shift planning. See Plan and publish the shift roster.
If something goes wrong
You cannot approve your own request. Ask another manager or an administrator to make the decision.
The request cannot be rejected. Add a short reason for the employee. The reject action becomes available once a reason has been entered.
The decision details do not load. Approval is prevented if essential checks cannot be completed. Reload the view or handle the request in Team time off.
Staffing information is not shown. Select a planning unit and check that its staffing requirements have been defined. The request can also be handled without staffing information.