Approving absence requests (manager)

Approving absence requests

As a manager or admin, you decide in Shiftdesk on all incoming absence requests from your team.

Finding open requests

Go to Absences. If there are open requests, a yellow note such as "3 open requests" appears directly below the heading. In the All absences table, you filter visually by the Requested status badge.

Actions per request

In the Actions column, you find three buttons for each open request:

• Approve — releases the absence.
• Reject — declines the request (optionally with a reason).
• Cancel — withdraws the request for organizational reasons.

What happens when you approve

1. The status changes from Requested to Approved.
2. The date and reviewer are stored in the system (approvedby, approvedat).
3. For type Vacation, Shiftdesk checks the vacation account before approval:

- If the remaining balance is not sufficient, the message "Not enough vacation days. Available: X days." appears — approval is blocked. - If the balance is sufficient, the number of days is automatically transferred to Taken.

1. Scheduling accounts for the approved absence from then on.

What happens when you reject

The status changes to Rejected. Try to leave a reason so the employee can understand why the request was not approved. The vacation account is not drawn down.

Practical tips

• Review requests promptly so employees can plan.
• If there are balance problems, talk to HR about a manual correction of the vacation account before approving again.
• Approved requests can still be cancelled if the need changes.