Approving Time Off Requests

If you are an Administrator, or Manager of a group of employees, you will be responsible for approving (or rejecting) employee requests for time off. As a manager you will receive a Time Off Approval Request via email which you can then review and respond to.

You will also see a notice on your VacationTracker homepage alerting you that a time off request is pending and awaiting your approval. The next steps will show you how to approve time off requests.

To view to a time off request that you received via email, simply click on the Respond button within the email (as shown below) and you will then be brought to the time off request page.

Alternatively, you can click on the Respond Now link displayed on the home page of your VacationTracker, which will also bring you to the time off request page.

Whichever option you choose, you will end up on the Time Off Request Page! All of the details of the time off request will be displayed here:

  • The Name of the Employee who made the request.
  • The Time Off Summary i.e. the dates requested.
  • The Reason for the Time Off i.e. maternity leave, jury duty etc.
  • Status i.e pending.

You will also see two options, Approve or Reject the time off request. Either option can be easily selected by clicking on it:

This time we are going to Approve the time off request and so we click on Approve and a notice will now be displayed on your home page stating Time off request updated successfully!, as shown here:

The employee who requested the time off will also receive and email informing them that their time off request has been approved:

That’s it - another job done!

Note: Please note that if you the Manager book time off on behalf of any employee, this will not trigger a Time Off Approval Request Email, the time off will be approved immediately.

Rejecting Time Off Requests

When rejecting/denying time off requests, you follow the same steps as you would were you going to approve a time off request. Keep reading if you want to know what these steps are once again.

Firstly you need to view the time off request. You can do this in two ways, by responding to the time off request email that you received or by clicking on the time off request alert that appears on your VacationTracker home page.

To view to a time off request that you received via Email, simply click on the Respond button within the Email (as shown below) and you will then be brought to the time off request page.

Alternatively, you can click on the Respond Now link displayed on your VacationTracker home page, which will also bring you to the time off request page.

Whichever option you choose, you will end up on the same page, on the time off request page! All of the details of the time off request will be displayed here:

  • The Name of the Employee who made the request.
  • The Time Off Summary i.e. the dates requested.
  • The Reason for the Time Off i.e. maternity leave, jury duty etc.
  • Status i.e pending.

You will also see two options to Approve or Reject the time off request. Either option can be easily selected by clicking on it:

Here we are going to click on Reject to deny the time off request. Your VacationTracker home page will now display the alert Time off request updated successfully! as shown below:

The employee who requested the time off will also receive and email informing them that their time off request has been declined/rejected:

That’s it! You’ve successfully declined the selected time off request