Approve or reject vacation days
Review your team's vacation and absence requests and accept or reject them from the admin panel or the app.
- For Administrators · Supervisors
- In Panel · Clock-in app
When an employee requests vacation days or another absence from the app, the request stays pending until an administrator or their supervisor accepts or rejects it. This guide explains how to respond to it.
Before you start
- You need to be an administrator with permission to manage absences, or the supervisor of the employee's department. See Roles and permissions.
- A supervisor cannot respond to their own requests: another supervisor of their department or an administrator has to do it.
- To know how many vacation days the employee has left, they should have a collective agreement assigned in their Employees record.
Steps
Open the pending requests
Go to the admin panel and click Absences in the side menu. Open the Pending tab.
By default you only see absences for the next 20 days (and the previous 7 days). If an employee has requested vacation days several months ahead, widen the date range at the top. You also have every pending request from today to a year ahead in the Awaiting requests card on Start.
Review the request
Each card shows the employee, the absence type, any description they wrote, the Days requested: and the dates (From … to …). Consecutive days of the same type appear together on a single card.
Before you decide, you can check:
- Who else is off those days: the Team tab shows the whole team's monthly roster, with accepted and pending absences.
- How many days they have left: in Calendar, choose the employee and look at Used days, Available days and Total days.
Accept or reject
On the card, click Accept or Reject and confirm with Yes. The answer applies to every day on the card.
If you only want to accept some of the days, go to the employee's Calendar, click each day, click the absence and choose Accept or Reject day by day.
If you supervise a department, the clock-in app shows the Team section instead of My Clock-in´s.
Open Team
In the app menu, tap Team and open the absences tab. The tab shows a badge when there are pending requests.
Find the request
In Pending you see your team's requests. To see only one person's, tap Select Employee; you will also see their Used, Available and Total vacation days.
Accept or reject
Tap Accept or Reject on the request and confirm in the message "Do you wish to accept absence?" or "Do you want delete absence?".
What happens next
- The absence moves to Accepted or Rejected and your name appears on the card as Responsible.
- Accepted absences appear in the Calendar and in the Team roster. If their type is marked as Vacations, they are subtracted from the employee's Available days.
- If you respond from the admin panel as an administrator, the employee gets a notification in the app ("Absence request accepted!" or "Request for absence rejected"), one for each day. If you respond as a supervisor, they get no notification, but they see the new status in the app.
- While there are pending absences, administrators and supervisors who have it turned on receive, on the chosen days of the week, an "Absences pending approval" email with the number of requests waiting for an answer. It is turned on per person in Inallow Admin: see Email reminders for pending requests.