Approving time off requests

  1. Select Time Off Approval.

    By default, the current month is displayed. To change the month, select the month link and then select the month and year from the popup. Or use the arrows to scroll to future or past months.

    Employees are grouped by team and displayed on the left. You can display the employee information card by hovering over the employee's name.

    Requests and other information are displayed as horizontal bars:

    • Approved requests are displayed with green bars.
    • Pending requests are displayed with blue bars.
    • Pending cancelations are displayed with red bars.
    • Canceled or denied requests are displayed with dark gray bars.
    • Blackout dates are displayed with black lines. You cannot approve a time off request on a blackout date.
    • Grayout dates are displayed with gray lines. You can approve a time off request on a grayout date, but employees are discouraged from submitting time off requests on those dates.
    • LTA overrides that were generated outside of the Time Off Planner are displayed with green bars (the same as approved requests). You can view the details of these overrides, but you cannot approve or deny them.
    Note: Requests and cancellation requests that are pending your approval are indicated with a different icon as shown in the legend. You can only act upon these requests.

    In addition, this page has filtering options.

  2. Click the request bar to review the details of the request.
    By default, the individual control for each part of the request is set to Approve. The status of each day (or time for a partial day request) remains pending until you click Submit.

    If the request includes supporting documentation, an attachment icon is displayed.

  3. To expand the time off history for a day in the request, click the caret symbol to the right of the day. Or click the top-level caret symbol to expand the history of all days in the request.
    The time off request history shows all the actions that have been taken on the request so far. The history includes the names of employees who have approved or denied days in the request, as well as employees who can act upon pending days in the request. For the approved and denied actions, the timestamp of the action and any comments associated with the action are also shown.
  4. Click the attachment icon to view or download any attachments accompanying the request, if applicable.
  5. Complete one of these actions:
    • To approve the entire request, click Submit.
    • To approve or deny part of the request, change the status of each rejected day or time to Deny. You can also leave the status of one or more days or times as pending (blank). Click Submit.
    • To deny the entire request, select Deny All from the top-level list, and click Submit.

    You cannot alter the dates or times themselves or to specify new dates or times. In those cases, deny the entire request and ask the employee to enter a new request for the alternative dates or times.

  6. Optionally, specify a reason for the approval or denial, and click Submit.
  7. For mass approvals, select the check boxes on the left side of the Time Off Approval page for the requests that you want to approve as a group. Then use the Approve and Deny buttons.

If the request requires multi-level approvals, upon approving the request, the request is routed to the next level of approvers, if applicable. See Multi-level approval workflow.

When a request is approved, the request goes through a second round of validations. This round of validations ensures that there is sufficient balance and that all other requirements are met for the selected time off types.

The employee receives a workmail notification about the approved or denied request.

Other users who were notified of the pending request also receive a notification that the request was acted upon and by whom. For example, a team designates the SUPERVISOR role as a virtual role and assigns two users as supervisors to the team. After one of the supervisors approves or denies the request, the other supervisor receives a notification that the request was acted upon and is no longer pending. Similarly, if the director of the parent team approves or denies the request, both supervisors receive a notification that the request was acted upon and is no longer pending.