Approve or decline an employee’s holiday/absence request
In this lesson, we will look at how you can approve or decline a holiday request which has been submitted by an employee that you manage. Only you (and potentially one other person in the business) will be able to approve or decline this leave request.
Speak to your system administrator for information on your additional approvers.
Step One
Navigate to the Time Off area using the side-bar navigation on the left-hand side of your screen. This is usually displayed as a a person laying in a bed. This page will load your personal holiday entitlement.
Then click on the MANAGE button in the top right-hand corner of the screen to access the Managerial functions of the Time Off area.
If you are using our new menu feature, hover over the Time Off section of the side-bar, then navigate to:
Manage ➡️Requests
Select the Requests title and skip to step two of this guide.
Step Two
This is the Time Off Management area of the platform, which will display a list of all absences pertaining to the employees that you manage – including any holiday and other absence requests (sickness etc.).
Step Three
Find the absence in the list, then click on the arrow button underneath the ACTION heading to open the TIME OFF pull-out drawer to the right-hand side of the screen.
Alternatively, click on the Type of request to navigate to the absence Details page, then select the MANAGE button (see below).
Step Four
In the TIME OFF pull-out drawer, you will be able to see the details of the absence request including the dates requested, the absence type, how may days/hours this deducts from the employee’s balance, and the associated mandatory comment.
It will also advise as to whether there is anyone else who has requested time off during that period of time (regardless as to whether it’s currently in a pending state).
The system will take in to account any typical working hours/days and any non-working days (i.e bank holidays). So if a bank holiday date (or a weekend date) has been included in the request then this will not impact the employee’s holiday allowance.
Step Five
To approve the employee’s absence request, click the APPROVED button at the bottom of the drawer. You will then need to populate a note in the Additional Comment pop-up box (this may have been pre-populated for you), then click the APPROVED button. This will approve the request and the employee will receive an automatic notification.
To decline the employee’s absence request click the DECLINE button at the bottom of the drawer. You will then need to populate a note in the Additional Comment pop-up box (this may have been pre-populated for you), then click the DECLINE button. This will decline the request and the employee will receive an automatic notification.
If the employee’s (holiday) absence request has been declined, it will automatically add this balance back to their allowance – allowing them to book alternative dates.
Step Six
Approving or Declining the request will automatically navigate you to the Details page where you will be able to see a list of the employee’s absences/holiday requests including the employee’s holiday allowance to the right-hand side of the page.
The request will now also appear as APPROVED in the Time Off Manager section.