Request, approve and forward leave
Submit a time-off request, and how managers and HR approve, reject or forward it.
Leave requests go from the employee to their manager or HR, who decides or passes them up.
Request time off
- Open HR and choose Request Time Off.
- Choose a Leave Type: Vacation / Paid Time Off (PTO), Sick Leave, Work From Home (WFH), Unpaid Leave, or Other / Personal.
- Pick a Start Date and End Date. Total Working Days is worked out for you.
- Add Reason / Handover Notes (Optional), for example who covers your work.
- Choose Submit Request.
A notice confirms it was submitted. A start and end date are both required.
Track your requests
On HR, the My Leave Requests tab lists what you have asked for, with duration, status and any reply from HR. The cards at the top show Pending Leaves, Approved Leaves and Total Days Taken for the year. A request can be pending, forwarded, approved, rejected or cancelled.
Decide a request
HR staff, your administrator, the requester's manager (from the org chart) and anyone a request has been forwarded to can decide it.
- Open the Time Off & Leaves tab in HR. A badge shows how many are pending.
- Find the request in Employee Leave Requests. The table shows the employee, Leave Type, dates and Duration.
- Choose Approve or Reject, and add a note for the employee.
Forward a request
When a request needs someone senior to decide:
- Choose Forward on the request.
- In Forward Leave Request, say who should receive it and add a note.
- Choose Forward to Higher Up.
The request status becomes forwarded, and the new person sees it and can approve, reject or forward it again.
HR roles
Administrators can issue HR permissions under the Permissions tab: HR Administrator (Full Access), HR Officer (Timesheets & Leaves) and HR Viewer (Read-only). Viewers can see but not decide.
Tips
- Always set the employee's manager in the directory so requests reach the right person.
- Put cover arrangements in Reason / Handover Notes so the approver can decide quickly.
- Write a short decision note when rejecting, so the employee knows why.
Common problems
- Submit does nothing. Both dates are required.
- "You do not have permission to decide this leave request." Only HR, an administrator, the manager or the person it was forwarded to may decide.
- Nobody received my request. Ask HR to check that you have a manager set in the directory.
More guides in HR Suite
Manage the employee directory and departments
Find people, edit their job details and reporting line, and organise teams into departments with leads and members.
Read and publish the org chart
See who reports to whom, edit a person's role in place, and optionally publish a public chart with privacy controls.
Review weekly hours and set approved hours
Approve or reject each person's weekly timesheet, set the approved hours for payroll, and read the audit trail.