Whether you’re requesting time off for yourself or an employee, Tellent HR makes it easy.
This article will guide you through the process of creating a time off request, including the details to include on the form and what happens after you submit it.
📌 Note: The types of time off available and how they are approved depend on the following:
Time off policies: Each user must be assigned to a Time off policy. This policy determines which Time off types (such as Annual Leave and Sick Leave) the user can request and the rules for submitting those requests.
Approval flows: The approval process and who can create time off requests for others are set by Approval flows. Users can always request time off for themselves.
Create a time off request
You can request time off in different ways, depending on whether you are requesting time off for yourself or for someone else.
For yourself (as an employee)
Employees can submit a request for themselves through one of the following five options:
Click the plus button (➕) at the top of your screen on desktop or at the bottom on mobile. Then select Time off request.
Use the Request time off widget on the Dashboard. Select the type of time off you want to open the request modal.
Go to the My time off section by clicking on Time off in the main menu. Then, click Request time off next to the type of time off you want.
Go to the Time off section of your employee profile and click Request time off next to the type of time off you want.
Open the Calendar timeline view and choose the day you want the request to start.
For others (as a Manager, Approver, or Administrator)
If you have the right permissions (set by Approval flows), you can create requests for other users in two main ways.
Go to Time off > Requests and click Add request.
Access the Time off section in an employee’s profile and select Request time off next to the type of time off you want.
Request form details
A pop-up window will appear with a form to fill out your request details.
Field | Description | Notes |
Employee | The user the request is for. | This field appears only if you have permission to create time off requests for others. |
Time off type | The kind of leave requested. | The list of options matches the Time off policy assigned to the employee. |
Days off | The start and end dates for the request. |
|
Half-day settings | Options to specify if one of the days is for only the morning or the afternoon. |
|
Note | An optional comment to add to the request. |
|
Attachment | An optional file to add to the request. | For example, this could be a doctor’s note for sick leave. |
After you provide the necessary information, an infobox will display the number of days to be deducted from your allowance and the year to which it will be applied.
To complete and send your request, click Submit request.
Approve and validate requests
Requests you submit will follow the rules set in Approval flows.
The approval process
An Approver is a user assigned to approve requests from other users. Normally, if no custom approval processes are set up, the approver is the employee’s direct manager.
An Approver will get an email notification and see a message in their dashboard. This will prompt them to accept or decline the request.
Auto-approval: Some time off requests may be automatically approved according to the Time off policy. The approver will be notified but won’t need to take action, as the request is approved immediately.
Decision comments: You can add an extra comment for each decision: accept, decline, or cancel.
Cancel a request
Either the person who made a time off request or the person who approved it can cancel the request.
Where to find pending requests
All requests that a particular user is expected to make a decision on will be displayed on the Dashboard (or the Inbox in the mobile version).
Administrators and managers can see and approve pending requests in these places:
Time off > Requests
Time off section in the employee’s profile
Calendar views showing requested days off