Approve your team’s time off

Before you start

• Someone reports to you, directly or further down your team. Requests go to the people above the employee in the reporting line.
• You can see My WorkTime Off in the left menu.

Decide a request

1. 1

   Step 1: Open Time Off

   Go to My WorkTime Off. When something needs your decision, a card titled “Waiting for you” sits at the top, with the number of requests beside the title.

2. 2

   Step 2: Read the request

   Each request shows who is asking, the type, the dates, how much it uses and how much the person has available. Under it you see that person’s week and how many of the team would be away at the same time.

3. 3

   Step 3: Approve

   Click “Approve”. The person is told, and the time comes off their balance.

4. 4

   Step 4: Or decline, with a reason

   Click “Decline”, type a “Reason” and click “Decline request”. The reason is required and the person sees it, so write it for them.

Several requests from one person

1. 5

   Step 5: Approve or decline together

   If one person has several requests waiting, the first one also offers “Approve all N of (first name)’s requests” and “Decline several”.

   Declining several asks for a “Reason for all of them”. Tick “Give a different reason for each” if they differ, and untick any request you want to leave waiting.

What you should see

If something goes wrong

You were told about a request but there is no Waiting for you card

Someone else above the person has already decided it, or the person cancelled it. If you expected to be their manager, ask HR to check the Manager on their employee file.

"Couldn't load the requests waiting for your approval, so some may be missing here."

Click Retry. Your own balances and requests still show; only the approval list failed to load.

The Decline request button is greyed out

Type a reason first. A request cannot be declined without one.

Someone on your team is off sick and cannot sign in to ask for the time off

You cannot make the request for them: a request can only be made by the person it is for. Tell HR, who can take the days off the person’s balance instead; see step 13 of Set up time off. Days recorded that way do not show on the Who’s out calendar. HR can do this only for a type of time off that has a yearly allowance; for a type without one there is no balance to change, so the only record is the request the person makes when they can sign in again.

You approved by mistake

The person can cancel it themselves while it has not started yet. After it has started, ask HR.

Still stuck? See When something goes wrong, or Contact Zonitix support.

Where next

• Request time off
• See your team as a manager
• Find what is waiting for your approval