When an employee submits a time off request, it will appear as a pending request in the orange ribbon at the top of Time > People’s time off.

You will be sent an email notification requesting approval, and it will also appear in your task list on the homepage and be sent in Slack, if the options have been configured by an administrator.

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 approve/decline time off requests

  1. From the left menu, select Time > People’s time off.
  2. Click Review requests at the top of the page.
    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. 
  3. 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.
  4. Requests will also appear in the calendar in a white box. To view the request in the right menu, click on the calendar entry.
  5. 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, Delete and Nudge approvers.

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  1. From the left menu, select Time > People’s time off.
  2. Click Manage requests.
    This opens the tab showing a table containing a list of all the time off requests submitted by your direct employees.
  3. Enter a name in the search box to search for a specific employee’s requests.
  4. Check the box next to the employee(s).
  5. Click Actions
  6. Select Approve, Decline, Cancel, Nudge approvers or Delete and click Apply in the popup.
    The employee(s) will be sent a notification email.

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.

FAQs

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.