How do I approve or reject a leave request?

Leave requests are decided on the Leave requests screen under Leave management. A row waiting for a decision carries three buttons at its end: approve, reject and delete. Once it has been decided, all three are gone.

Who is allowed to decide

• Approving, rejecting, deleting and exporting are open to owners and co-owners only.
• Managers see their own team's requests and can create requests, but they cannot decide on them. This differs from manual time entries, where managers can be given the decision.
• Employees see only their own requests.
• Nobody decides on their own request. The buttons stay visible on your own row and are switched off with the reason on the tooltip. A second owner has to decide.

Approving

1. Find the row. Only a request with the status Pending can be decided.
2. Select the check mark at the end of the row.
3. The confirmation window repeats who is away, for how long, when they are back and which balance the days come out of. Read it before you confirm.
4. Select Yes, approve.

The employee is emailed and the row turns green.

A decision is final. An approved request cannot be reversed, edited or deleted, and neither can a rejected one. This is deliberate: leave that was agreed should not be able to disappear from the record afterwards.

To give days back after an approval, leave the request where it is and grant a new leave right for the same number of days, with the reason in the note. Cancelling and deleting covers what is possible at each stage.

Rejecting

Select the cross at the end of the row. A reason is required, and it is not for the record only: the employee is emailed and sees your text on this screen when they open the row. Write what was actually wrong with the dates so the next request lands better.

What the decision does to the balance

Nothing, at the moment you approve. A balance is granted days minus every request that has not been rejected, so the days already came off when the request was created. Rejecting is what gives them back. Deleting also gives them back, but only while the request is still pending.

If a balance looks lower than the leave that was actually taken, look for pending requests. They count against the balance while they wait.

Finding the right requests

• The date range starts empty on purpose. Leave is booked into the future, and any default range would hide the requests waiting for you.
• Filter by status Pending to see only what needs a decision.
• Team and employee filters are there for owners and co-owners; managers get the employee filter for their own team.
• Export as xlsx under the list writes every request matching the filters, not the page you are looking at. It is a paid plan feature.

Leave rights covers where the balances come from, and Leave insights shows the whole year at once.