📌 Note: Available time off types and the validation route are directly related to the following topics:
Time off policies: A user must first be assigned to a Time off policy. This policy dictates which Time off types (e.g., Annual Leave, Sick Leave, etc.) are available for the user and outlines the terms for requesting them.
Approval flows: The route of approval and who has the permission to create time off requests for other users are defined by Approval flows.
Users will always be able to create time off requests for themselves.
Creating a time off request
There are multiple ways to initiate a time off request, depending on whether you are requesting time off for yourself or for another employee.
For yourself (as an employee)
Employees can create a request for themselves using one of the following five entry points:
Click the "plus" button (➕) available in the top bar on desktop or the bottom bar on mobile, and select "Time off request."
Use the "Request time off" widget on the Dashboard and select the desired time off type to open the request side modal.
Navigate to the "My time off" view (via Time off in the main menu) and press "Request time off" next to the desired time off type.
In the "Time off" section of your Employee Profile, press "Request time off" next to the desired time off type.
Open the Calendar Timeline view and select the specific day you wish the request to start.
For others (as a Manager, Approver, or Administrator)
If you have the appropriate permissions (defined by Approval Flows), you can create requests for other users through two primary methods:
Go to the Time off > Requests view and click the "Add request" button.
Access the "Time off" section within an employee's Profile and press "Request time off" next to a desired time off type.
Request form details
Once initiated, a side modal will appear containing a form where you must indicate the request details:
Field | Description | Notes |
Employee | The user the request is for. | This field is only displayed if you have permission to create time off requests for other users. |
Time off type | The type of leave being requested. | The available list corresponds to the Time Off Policy assigned to the employee. |
Days off | The start and end date of the request. |
|
Half day settings | Options to indicate if one of the request days is only a morning or an afternoon. |
|
Note | An optional comment to accompany the request. |
|
Attachment | An optional file that can be added to the request. | E.g., a doctor's notice for a sick leave. |
Once the required information is provided, an infobox will display, clearly informing you how many days will be deducted from which year's allowance.
To finalize and submit the request, press "Submit request."
Approving and validating requests
Submitted requests proceed according to the rules defined within Approval Flows.
The approval process
An Approver is a user designated by approval flows as the person responsible for approving requests sent by other users. By default, if no custom approval flows are established, the approver is the direct manager of a particular employee.
An Approver will receive an email notification and an in-app inbox item in the dashboard prompting them to either accept or decline the request.
Auto-Approval: Note that based on Time off policy settings, some time off types may have the "auto approval" option selected. In this case, the approver will only be notified of the request and will not be prompted to make a decision, as the request is instantly approved.
Decision Comments: It is possible to add an extra comment for each decision (accept, decline, or cancel).
Cancelling a request
A time off request can be also cancelled by either the initial requester or an approver.
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).
Additionally, Administrators and managers up the organizational chart can view and optionally approve pending requests in the following locations:
Time off > Requests view.
Time off view in the employee's profile.
Calendar views (under the requested days off).