Approve or reject team leave

What this achieves

Managers decide the leave requests their reports submit, approving or rejecting each one. Checking the calendar first turns a series of individual decisions into a view of whether the team is still covered.

Required role: Administrator or Manager.

Steps

Go to Leave → My Requests.
Open the Team tab, which is where your reports’ requests appear.
Open a request to see its dates, day count, reason, and any attachments.
Select Approve, or Reject.
If rejecting, enter a reason and confirm.

Check coverage before deciding

Approving requests one at a time is how two people end up off in the same week. Leave → Team Calendar shows the month with approved and pending leave marked, and holidays alongside it.

Pending requests appear as well as approved ones, which is the point — you can see what would happen if you approved everything currently waiting.

Example: before approving a request from one of Olivia Bennett’s engineers, the calendar shows whether another engineer is already off those days, and whether the week contains a company holiday that shortens it anyway.

A rejection needs a reason

Rejecting asks for a reason, and the requester sees it in their timeline. It is not an internal note.

Write it for the person reading it. “Two of the team are already off that week — happy to approve the following week” answers the question; “Rejected” starts a conversation you will have anyway.

Example: rejecting a request from an HC Corp UK Ltd engineer because coverage is short gives them what they need to pick different dates without asking.

What you can and cannot see

The Team tab shows your direct reports. Admins additionally get an All tab covering requests across the organization; managers do not, because a manager’s access is limited to their own reports.

Example: Olivia Bennett sees her engineers. She does not see Finance’s requests, even though Priya Raman sits in the same company.

Requests routed through a workflow

Where an approval workflow is bound to leave, the request follows that route rather than arriving directly. A request showing as awaiting workflow assignment is waiting on that routing, not on you — the assigned approver acts on it from their own task list.

What happens next

An approved request confirms the days against the employee’s balance, moving them from pending to used, and it appears on the team calendar so the rest of the team can see it. A rejected request returns those days to the employee’s available balance. Either way the requester’s timeline records the decision and, for a rejection, the reason.