How to decline a leave request

How to decline a leave request#

For: Manager | Admin You’ll need: A leave request with status ‘Pending’. You can’t decline 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 reject a request — moving it from ‘Pending’ to ‘Declined’ without touching anyone’s balance.

Open the request#

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

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

  1. Tap More → Manager → Leave requests.

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

Decline#

  1. In the ‘Review notes’ textarea, add a reason. The person sees these notes on their request, so the reason travels with the decision.

  2. Click ‘Decline’.

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

  1. Tap Decline at the bottom of the request — it’s the red action.

  2. In the sheet that opens, type a reason in ‘Notes (optional)’. The field is optional, but a declined request without a reason is one you’ll have to explain from memory.

  3. Tap Decline in the sheet to submit.

The app takes you back to the queue. If the server rejects the decision, the error is shown and the request stays ‘Pending’.

What happens#

  • Status flips to ‘Declined’.

  • No leave-balance transaction is written — no hours move.

  • Any orphan calendar event tied to the request is removed.

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

Verify it worked#

You’re redirected to the leave requests list and a success toast confirms the decline; the request now carries a ‘Declined’ badge. The How to view the leave ledger shows no new row.

Tip

Declined requests stay in the list for audit. If the worker resubmits with different dates, that’s a fresh request — not an edit of this one.