Respond to time-off requests

The following methods are available from the schedule to respond to, edit or add comments to, a time-off request.

Note:
  • Depending on the configuration, time-off requests may not be displayed in the schedule.
  • If historical time-off requests are enabled, the timecards are signed off, and edits are enabled for historical corrections, you can approve, refuse, or cancel time-off requests in signed-off periods.

Use quick actions

Use one of the following quick actions to respond:
Note: If you attempt to approve or deny time-off requests for which you are not an approver, an error message displays with a View Details link. You can select this link to open the glance for the time-off request that triggered the error so that you can view the valid approvers.

Approve

What: Approves a time-off request or a request to cancel an approved time-off request.

How: Select a submitted time-off request and click Approve .

Refuse

What: Refuses a time-off request or a request to cancel an approved time-off request.

How: Select a submitted time-off request and click Refuse .

Cancel

What: Cancels a time-off request.

How: Select a submitted time-off request and click Cancel .

Note: Depending on your system configuration, you may not have access to cancel time-off requests for employees whose jobs are not included in your employee group on the date that is being modified.

Use the time-off request glance

The time-off request glance includes an Approvers section that lists the valid approvers for the time-off request in alphabetical order and indicates the date and time that the approvers list was last evaluated. You can select Reevaluate Approvers to have the system re-evaluate who the valid approvers are and refresh the content displayed in the list.

For example, if a configuration change has occurred that determines that you are now a valid approver, your name will display in the Approvers section and you can perform actions on the time-off request. If you are not a valid approver, the Approve, Refuse, Edit, Cancel, and Add Comment buttons are grayed out and you cannot perform any actions.

To use the time-off request glance, right-click on a time-off request and then select one of the following responses:

Note: Depending on the current status of the time-off request some actions are unavailable in the glance.

Approve

Click Approve in the time-off request glance.

Refuse

Click Refuse in the time-off request glance.

Edit

  1. Click Edit in the time-off request glance.
  2. Complete one or more of the following:
    • To edit the requested time:
      1. Select Edit next to the requested time.
      2. Change the vacation dates by selecting the Edit next to the entry you want to change.
      3. Select the Dates.
      4. Select the Duration.
      5. Select Deduct from.
      6. Select Review.
    • To delete a time-off period, select Delete .
    • To add additional time to the time-off request:
      1. Select Add Another Period .
      2. Select the Dates.
      3. Select the Duration.
      4. Select Review.
    • Expand Open Shifts and select the days you do not want to generate open shifts upon approval.
    • Add a Comment or note.
      1. Select a comment from the drop-down.
      2. (Optional) Add a note.
      3. Select Add.
    • Expand Open Shifts and select the days you do not want to generate open shifts upon approval.

Cancel

Click Cancel in the time-off request glance.

Note: Depending on your system configuration, you may not have access to cancel time-off requests for employees whose jobs are not included in your employee group on the date that is being modified.

Add Comment

Note: Depending on your access rights, you can add a comment or note to a Time-Off request.

  1. Click Add Comment in the time-off request glance.

  2. Select Add Comments and then select Add Comment.
  3. Select a comment from the drop-down.
  4. (Optional) Enter a note.
  5. (Optional) Select Add Another Note and enter a note.
  6. Select Add.