When an employee submits a time off request, it will appear as a pending request at the top of Time > People’s time off.
At the same time, you will also be sent an email notification requesting approval, and it will appear in your task list on the homepage and be sent in Slack if the options have been configured.
Note: The following functionalities are available only to managers and admins with approval permissions.
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Time off requests appear in a menu on the right of People’s time off.
This makes it easy for managers and admins to check the company calendar while reviewing pending requests.
How to quick approve or decline time off requests
- From the left menu, select Time > People’s time off.
- The pending requests will appear in a menu on the right, with the name of the time off policy and the number of days requested.
These requests are displayed to the right of all three tabs: Calendar, Manage requests and Policy balances.
- In the right menu, click anywhere on the request to move the calendar to the employee’s row on the corresponding date.
This will also expand the request to show further details including the forecasted balance, when the request was submitted and who else will be taking time off during the same period.
- Requests will also appear in the calendar in a white box. To view the request in the right menu, click on the calendar entry.
- Click the tick to approve the request or the X to decline it.
The employee will be sent a notification email.
How to take bulk actions on multiple time off requests
You can perform the following actions on multiple time off requests in the Manage requests tab: Approve, Cancel, Decline, Nudge approvers, Decline and Change visibility.
- From the left menu, select Time > People’s time off.
- Click Manage requests.
This opens the tab showing a table containing a list of all the time off requests submitted by your direct employees.
- Enter a name in the search box to search for a specific employee’s requests.
- Check the box next to the employee(s).
- Click Actions
- Select Approve, Decline, Cancel, Nudge approvers, Delete or Change visibility and click Apply in the popup.
- When bulk declining, cancelling or nudging approvers you will have the option to include a reason in a popup box before confirming the action.The employee(s) will be sent a notification email.
- Clicking Change visibility opens a popup that allows you to configure which policy name is shown publicly to regular employees for this request. From the visibility popup select:
- Public - ensures the regular public name is shown, e.g. “Sick leave”.
- Private - ensures no name is shown for this request.
- Match the policy’s custom status - ensures the custom name is shown, e.g. “Out of office”.
This custom name is configured when setting up or editing a time off policy. To learn, more see Set up and Manage time off policies, Step 7 - Requests, point 3 Visibility.
Note: The Change visibility action works retroactively, i.e. it can be used to change the visibility of the policy name for requests that were already made and even approved. It is not possible to use this action to change the visibility of a time off policy from Private to Public, even if this change has been made in the Time off settings where it will impact only future requests.
Tip: The Change visibility action is useful in situations where the visibility of a policy name has been changed but requests had already been made. This is because a policy visibility change made in the policy settings does not apply retroactively.
Note: If it is not possible to perform the bulk action on all the selected requests, an error and/or exception message will appear. Clicking on X requests will open an overlay providing more details.
How to approve or decline a time off request in Slack
Note: This option is available only if Bob has been integrated with Slack. See Slack integration for full details.
When an employee makes a time off request - whether from within Slack or within Bob - the designated time off approver will receive a real-time notification in Slack.
To Approve or Decline the request, click the corresponding button.
How can I add or remove columns in the Manage Requests grid?
The table includes a range of columns displaying details including the policy they have requested time off for, their current balance in this policy and the number of days taken during this cycle. To add or remove columns click the column picker icon on the top right of the table, select the desired parameters and click Apply.
How can I filter the Manage requests grid?
To filter the list of requests by date range, site or department, policy type and status, use the filters above the table. Click Advanced to filter the list by more specific parameters.
Tip: To show only requests that were imported into the system, click Advanced, select Originated from import from the first dropdown, set the condition to Equals and the result to Yes. This can be useful if you want to perform bulk actions only on imported requests. For full details see Import time off requests.
Who can access the Manage requests tab?
The Manage requests tab is available only for users with permission to manage time off requests. Make sure that Create and manage selected people's time off requests permission is checked. Additionally, the option to conduct bulk delete is available only for Admins as it requires the permission Create time off requests through 'bulk import function to be enabled.
For full details about permissions see Create a custom permission group.
How can I remind approvers about pending time off requests?
If you’ve noticed an approver has not responded to a time off request you can nudge them by using the Actions option in People’s Time Off. Check the employees whose managers you would like to nudge, click Actions, select Nudge approvers in the dropdown and click Apply in the popup. This will trigger an email to be sent to the approvers.
Note: Each time you nudge approvers they will receive an email with pending requests. So if you nudge an approver twice in one week they will receive two separate emails.