Approve and Reject
Available to: Owner, Admin
When a leave request is submitted, it needs to be approved or rejected. This page covers the approval workflow.
Reviewing pending requests
- Go to Leave Requests in the sidebar
- Filter by Pending status to see requests waiting for a decision
- Click on a request to see the details
Review the request details:
- Which employee
- What type of leave
- Which dates and how many days
- Whether it's paid or unpaid
- Any notes
Approving a request
- Open the pending leave request
- Click Approve
The request status changes to Approved. The effects:
- The leave days appear on the schedule calendar with color-coded indicators
- If paid, the hours are credited toward the employee's overtime calculation
- The employee's available vacation days (for vacation requests) are reduced
Rejecting a request
- Open the pending leave request
- Click Reject
The request status changes to Rejected. Rejected requests have no effect on scheduling, overtime, or vacation balances. They stay in the system as a record.
Changing your decision
If you approved a request by mistake, you can:
- Open the request and change its status
- Or delete the request entirely and create a new one if needed
If you rejected a request and the employee resubmits, a new request is created.
Impact of approved leave
On overtime
Paid leave credits hours toward the overtime balance. The employee is not penalized for being away. Unpaid leave does not credit hours, so it can create an undertime effect.
On the schedule
Approved leave shows up on the schedule calendar:
- Blue -- vacation
- Yellow -- sick leave
- Grey -- overtime reduction
This is visible to anyone who can see the schedule. It helps schedulers avoid assigning shifts to absent employees.
On time tracking
Leave days appear as entries in the time tracking view. You don't need to create separate time records for leave days.
Handling sick leave
Sick leave is often entered after the fact (the employee calls in sick, and you record it later). The workflow is the same:
- Create the leave request with type Sick Leave
- Set the dates
- Mark as paid or unpaid
- Approve it
Tip: Process pending leave requests promptly. Approved leave feeds into the schedule and overtime calculations. Leaving requests in pending status means the schedule won't show the absence.