Approving, declining and canceling absence requests

Administrators and managers approve, decline or cancel absence and vacation requests through the detail window.

Clicking a request in the list opens a side window showing all information—dates, sub‑category, comments, attachments and the approval flow.

Decisions can be recorded immediately, providing quick feedback to the employee.

Steps to approve, decline or cancel

1. Open the list and select a request

   • In the side menu, choose Absence & Vacation.

   • Use filters for employee, date, category or status to find the request.

   • Click the request row to open the detail window on the right.
     
     

2. Review the information

   • Check Date, Start and End to understand the requested period.

   • Read Comments and view Attachments by clicking the file icon.

   • Consult the Approval Flow to see who has approved and who is pending.
     
     

3. Approve

   • Click Approve at the bottom of the window.

   • A green message confirms You approved this request; the status changes to Approved and notifications are sent.
     
     

4. Decline

   • Click Decline to open a confirmation dialog.

   • Enter the reason explaining why the request is being declined.

   • Click Confirm to record the decline; the employee is notified and the status becomes Declined.
     
     

5. Cancel

   • Cancellation is available only while the request is Pending.

   • Click Cancel request (trash icon) and confirm to remove the request.

   • After cancellation, the request disappears; the employee must create a new request if they still need the absence.
     
     

Tips and common issues

• Always provide a reason when declining so the employee understands the decision.

• Review attachments before approving; invalid documents may warrant a decline.

• If Approve or Decline buttons are not visible, another approver may already have acted.

• The Cancel button is not shown once the request has been approved or declined.

Best practices

• Approve decisions promptly so payroll reflects absences without delay.

• When declining, be clear and polite to avoid misunderstandings.

• Monitor the Pending list regularly; don’t leave requests unanswered.

• For emergencies (e.g., medical absences), consider enabling automatic approvals.

Frequently asked questions

• Can I reverse an approval or decline? No. To modify, cancel the request while it’s pending or create a new one.

• Who gets notified about the decision? The requesting employee and all approvers in the chain receive notifications when there’s an approval, decline or cancellation.

• Why can’t I see the Cancel button? The request has likely been approved or declined, or you don’t have permission to cancel it.