How to approve a leave request

How to approve a leave request#

For: Manager | Admin You’ll need: A leave request with status ‘Pending’. You can’t approve your own request unless your role covers the whole company, as Owner and Admin do — see How to open a leave request for review.

You’ll move a request from ‘Pending’ to ‘Confirmed’ — booking the hours, putting the absence on the calendar, and stamping the audit trail.

Open the request#

  1. In the sidebar, open Company → Time & leave → Leave requests.

  2. Click the row of the ‘Pending’ request you want to approve.

  1. Tap More → Manager → Leave requests.

  2. Tap the request carrying the ‘Pending’ badge.

Approve#

  1. (Optional) In the ‘Review notes’ textarea, add context for your decision — the person sees these notes on their request.

  2. Click ‘Approve’.

  3. In the ‘Approve leave request?’ dialog, click ‘Approve request’ to confirm.

  1. Tap Approve at the bottom of the request.

  2. (Optional) In the sheet that opens, type context in ‘Notes (optional)’.

  3. Tap Approve in the sheet to submit.

The app takes you back to the queue — an approved request is no longer waiting on you. If the server rejects the decision, the error is shown and nothing is booked.

Note

For sick-leave requests, the web review form shows an alert below the form with a ‘Link to previous illness (same cause)’ checkbox when a prior spell falls inside the policy’s linking window; the mobile approve sheet offers a ‘Links to previous illness’ switch. See How to link a sick request to a prior illness for the full flow.

What happens#

  • Status flips to ‘Confirmed’.

  • The hours are recalculated from the absence’s dates at the moment you approve.

  • A Booking transaction is written to the ledger — for every tracking mode. On a balance-tracked policy, the hours come off the worker’s balance.

  • A calendar event spawns on the schedule for the request’s date range, so the absence shows up everywhere shifts and coverage are read.

  • ‘Reviewed by’ and ‘Reviewed at’ are stamped with you and the current time.

What can go wrong#

  • Soft warnings — a spell running past its continued-pay ceiling, or a balance going negative within its limit — show as warning toasts, but the approval still commits.

  • Hard blocks — ‘Max hours per year’ or the ‘Negative balance limit’ — refuse the approval outright; nothing is booked. So does leave that runs past the person’s termination date: ‘Leave cannot extend beyond the termination date.’ ‘Max hours per request’ is checked earlier, when the request is submitted.

  • Company setup still open — on a new company, no request can be approved until the Owner has finished the company setup: ‘Leave can’t be booked until the company setup is complete. The Owner finishes it from the dashboard.’ The request stays ‘Pending’; approve it once the setup is done. See How to complete the company setup.

Every decision checks the current request. An approval cannot book the same request twice, and cancellation or a date change still accounts for an approval made after you opened the page.

Verify it worked#

You’re redirected to the leave requests list and a success toast confirms the approval; the request now carries a green ‘Confirmed’ badge. Open the How to view the leave ledger and you’ll find the new Booking with the hours signed negative — the ledger lists oldest first, so it’s at the end.