Your employees can send you their time off requests (or holiday requests) directly through the application. You will receive a notification once you receive a new request. Notifications for time off requests created by an Administrator are sent to other Administrators, while Managers can view these requests in the pending list. Notifications for employee-submitted requests follow the standard routing rules, typically notifying the relevant Manager.
You can manage all time off requests in the "Time off" -> ''Time off request'' menu.
1- Managing a time off request
You can approve or reject time off request submitted by your employees.
To do this:
Click on the “Time off” tab located in the main menu on the left
Click on the “Time off request” sub-tab
Select the request you want to manage
Confirm the dates for which the employee is requesting a time off
Select or confirm the time off type
Select the paid days recorded for the time off
Assign a location and position if necessary
Confirm the justification if required by your organization
Click on “Approve”
If no conflicts are detected, the request will be approved, the time off will be added to the schedule, and the employee will be notified.
If shifts conflict with the requests, you will receive a warning and can manage the conflicts directly through this window.
You will have the option to delete shifts, convert them to open shifts, or transfer them to another employee.
Note that you will also always be notified of schedule conflicts, approved time offs during the same period, and the employee's most recent time off request to help you determine whether you can approve the time off. Additionally, if a time off request shows conflicting statuses or cannot be canceled directly, it may be due to duplicate requests or Manager-added bookings. Managers must cancel bookings they have added on behalf of employees.
At any time, you can also leave a comment for the employee and/or deny the time off. If a Manager has added a time off booking on behalf of an employee, the employee cannot cancel this booking themselves. The Manager who created the booking must cancel it.
2- Modifying or cancelling a time off request
It is possible to modify or cancel a request that has already been approved.
To do so;
Activate the “Approved” filter in the options on the left
Click on the request
Press “Edit” in the upper right corner
📌 Note that you can also approve a time off request directly via the scheduler or via the holiday planner.
Troubleshooting Common Scenarios
Scenario 1: A Manager did not receive an email notification for a time off request submitted by an Administrator.
Resolution: This is expected behavior. Administrators receive notifications for requests submitted by other Administrators, while Managers can view these requests in the pending list.
Scenario 2: A time off request shows conflicting statuses (e.g., declined in one view but approved in another).
Resolution: Check for duplicate requests. If the approved request was added by a Manager, contact the Manager to cancel it if necessary.
If you are in the Manager Mobile App, follow this procedure instead