Approving and Denying Time-Off Requests

Accessing Time-Off Requests

Navigate to Time Off from the main navigation. The time-off page shows an overview with key metrics:

• Total Employees with leave policies assigned
• Pending Approvals: Requests waiting for your review
• Upcoming Approved: Approved time off coming up soon

A badge on the Time Off navigation item shows the number of pending requests.

Reviewing Requests

The request table shows all time-off requests. You can filter by:

• Status: Pending, Approved, Denied, or Cancelled
• Policy type: View requests for a specific leave policy
• Date range: Filter by year
• Employee: Search for a specific employee

Each request shows:

• Employee name and role
• The leave policy being used
• Requested dates and duration
• Current status

Approving a Request

1. Find the pending request in the list
2. Click Approve
3. The employee's leave balance is deducted automatically
4. The employee receives a notification that their request was approved

Denying a Request

1. Find the pending request in the list
2. Click Deny
3. Optionally add a note explaining the reason
4. No balance is deducted
5. The employee receives a notification that their request was denied

Batch Actions

For handling multiple requests at once, you can select several requests and approve or deny them in batch. This is useful when reviewing a backlog of pending requests.

Checking Balances Before Deciding

Before approving, you can view the employee's current balance for the relevant policy. This helps you verify they have sufficient time available.

If an employee submits a request that exceeds their available balance (for non-tracked policies), CrewHR flags it with a warning.

What Happens After Approval

When a request is approved:

• The leave balance is deducted from the employee's account
• The time off appears on the schedule as a visual marker
• If you have the scheduler set to "Respect Time Off," the schedule builder will avoid assigning shifts during approved time off
• A ledger transaction is created for audit purposes

Cancelling an Approved Request

If circumstances change, approved requests can be cancelled:

1. Find the approved request
2. Click Cancel
3. The balance is automatically restored

Viewing Policy Usage

The time-off page shows policy usage breakdowns, helping you see how much of each policy type has been used across your organization. This is useful for understanding trends and planning coverage.

Tips

• Review requests promptly: Employees appreciate quick responses so they can plan accordingly
• Check coverage before approving: Make sure you have enough staff to cover the days the employee wants off
• Use the calendar view: The "Who's Off" calendar shows all approved time off in a visual format, making it easy to spot overlaps