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Reviewing and processing leave requests

This is how you review a leave request and process the leave in the schedule, the leave balance and, if applicable, AFAS.

As an administrator, you review the leave requests of employees at your location. Approving alone is not enough: the leave also has to go on the schedule.

Opening a request

  1. Go to Leave requests. The Review: filter is set to To be reviewed by default.
  2. Click the employee's name. You can also follow the link in the New leave request submitted email.
  3. On the right is the Processing section, with the Approve, Reject and Go to scheduling buttons and the statuses.

Rejecting, or approving without scheduling

Use this for a rejection, or if you will adjust the schedule yourself later.

  1. Click Approve or Reject.
  2. Rejected? Set Handling status to Not needed.
  3. Optionally enter a note under From the reviewer. The employee sees this text.
  4. Click Save.

The employee receives the Updated leave request email showing what has changed, such as the review and your note. The other administrators of the location receive the same email.

Approving and adding to the schedule

  1. Click Go to scheduling. If the button is grey, click Save first.
  2. You enter a step-by-step wizard above the schedule. Step Edit schedule: choose the leave skill and click Apply. Teamlead puts the leave on the employee's work times. The staffing bar shows whether this causes a shortage. Make changes by hand if needed and click Next.
  3. Step Configure AFAS (only with an AFAS connection): leave AFAS sync on, choose the AFAS leave type and click Next.
  4. Step Adjust leave balance (only with leave balances): leave Leave balance on, check the balance type and the number of Hours, enter a Description and click Next.
  5. Step Edit leave request: the statuses are already set to Accepted and Schedule updated. Optionally fill in the Reviewer's note.
  6. Leave Send notifications on if the employee should receive the Schedule updated email.
  7. Click Save. You see Saved successfully and return to the request.

The statuses

  • Review: To be reviewed, Accepted, Denied or Withdrawn.
  • Handling (has the schedule been changed?): Not yet applied, Schedule updated or Not needed.
  • AFAS handling status (only with AFAS): Not yet synced, Synced with AFAS, Awaiting approval in AFAS or Not needed.
  • Leave balance status (only with leave balances): Not yet applied, Applied or Not needed.

Good to know

  • Approving does not schedule anything and does not deduct anything from the leave balance. That only happens via Go to scheduling or with an adjustment (see Viewing and adjusting leave balances).
  • When scheduling, Teamlead skips a day that has no work times in the profile.
  • The hours for the leave balance come from the scheduled leave skills, not from the request. See Why does a day of leave count an extra half hour?.
  • The employee does not choose a leave type. You do that when scheduling.
  • Want to see who asked first? Use the Columns button to switch on the Date requested column.
  • Emails are only sent if notifications are switched on for your organisation. Otherwise you do not see the Send notifications switch.
  • Did you switch off Send notifications? Inform the employee later with Notify changes in the schedule's actions menu (see Notifying employees about schedule changes).

Not working?

  • Leave approved, but not in the schedule? Open the request and click Go to scheduling.
  • Apply the leave to the schedule before you continue.: click Apply in the first step.
  • No leave skill in the list? First create a skill of the type Leave (see Skills and skill groups).
  • Leave not reaching AFAS? See A leave request does not reach AFAS.

See also