Reviewing and Approving Leave Requests

Article Contents

1. Introduction
2. Reviewing Leave Requests

Introduction

Managers can review and respond to leave requests directly from Who's In. This article explains how to action those requests once they’ve been submitted.

If you’re looking for how staff submit leave in the first place, see Requesting Leave.

Each request includes:

• The requested leave dates

• The type of leave and any notes entered by the requester

• The staff member’s available balance (if the leave type is linked to Xero)

Note: Managers always see the requester’s leave balance if the leave type is connected to Xero — even if the balance is hidden from the employee.

If the staff member’s manager is changed after they submit the request (but before it’s actioned), the new manager becomes responsible for approving or denying it. The request will automatically appear in their pending list.

Reviewing Leave Requests

When a staff member submits a leave request:

• You’ll receive an email notification letting you know a new request is waiting.

• In Who's In, a Requests Pending Your Approval section will appear at the top of the page. This section is only visible to managers who have pending requests to action.

Requests are grouped by staff member and leave type. For example, if someone submits multiple blocks of Annual Leave, those will appear together in one request panel. If they also submit Sick or Carer’s Leave, it will show as a separate request panel.

Each leave request includes:

• A checkbox next to each date block

• The leave type and current balance (if linked to Xero)

• Any notes the requester has included

Why checkboxes?
The checkboxes allow you to take action on individual date blocks. This is useful if you're happy to approve some of the leave now but want to follow up on others. For example, you might approve a week of leave in June but hold off on approving a second week in November until resourcing is confirmed. Any blocks you leave unchecked will remain pending.

To respond:

1. Tick the checkboxes for the date blocks you want to action.

2. Choose Approve or Deny — this applies to all checked blocks.

3. Optionally, choose people to receive Outlook calendar info for any approved leave by adding their names to the list.

4. Click Process These Requests.

An email will be sent to the staff member regardless of whether the request is approved or denied. Any unchecked blocks will stay in your queue for future review.