1. TrackTik Help Center
  2. Back Office Suite
  3. Using Back Office Suite
  4. Leave Management

Approve or decline a Leave Request

Updated

Learn how to approve or decline a Leave Request in Back Office Suite.

Overview

You can approve or decline a Leave Request in Back Office Suite using the LEAVE REQUESTS tile or by searching for an employee in the Employees tab.

lrtile.png

 

Approve or decline a Leave Request

You can approve or decline a Leave Request using the LEAVE REQUEST tile when logging into your TrackTik Portal or searching for a specific employee in the Employee area.

 

By submission in the LEAVE REQUEST tile

To approve or decline a Leave Request, use the LEAVE REQUEST tile:

  1. Log into your TrackTik Portal as an administrator or manager.
  2. Choose the LEAVE REQUESTS tile.

    lrtile.png

  3. Choose the Pending tab.
  4. Select the shift you want to approve or decline.
    In the Type to search... bar, you can enter an employee's name to find them and their request. 

  5. Select APPROVE or DECLINE.

    You can change this choice at any time in the Completed tab.
    completedtab.png
    • APPROVE
      If you approve the shift in the Approve modal and it conflicts with an employee's scheduled shift, choose to Push Conflicts to Open Shift or Leave Conflict as Vacant.

      openvacantshiftsLM.png

      Keep in mind
      • If you move the shift to an Open Shift or Vacant Shift, make sure to schedule another employee to cover the gap. To do this, go to Sites > View > Schedules > Prepare. You can check out more details about Open Shift and Vacant Shift in the TrackTik Help Center.
      • If you approve a Leave Request that has a Leave Balance, it will create the hours as PTOHrs in your payroll automatically and include them in your employee's pay.
    • DECLINE
      If you decline the shift, you can enter a note explaining why you declined the Leave Request in the Decline modal.

      leaverequestapprovedecline.png

  6. Select SAVE.

The decision is recorded in the Completed tab unless it's a Past Leave Request. To see more details about the Leave Request and who reviewed it, select the row of a Leave Request. 

Your employee is notified in TrackTik SHIFT about the decision.

 

Past Leave Request

Keep in mind
  • A Past Leave Request is in orange font, and the Start leave date has a Clock icon.
    startleavedatepast.png
    • We recommend approving or declining the Past Leave Request as soon as possible to update the employee's Leave Balance.
  • The End date of the Past Leave Request is orange only if the time covers two days, due to Overnight Leave Request logic.

 

By employee

To approve or decline a Leave Request for an employee:

  1. Log into your TrackTik Portal as an administrator or manager.
  2. Select Employees.
  3. In the Type to filter box, enter the employee name you want to submit a Leave Request and select View.
  4. Choose the Leave Management tab.
  5. In the Requests column, select the request. For example, 1 Request.

    LMrequests.png

  6. Select APPROVE or DECLINE:
      • APPROVE
        If you approve the shift, choose to Push Conflicts to Open Shift or Leave Conflict as Vacant in the Approve modal.
        Keep in mind
        • If you move the shift to an Open Shift or Vacant Shift, make sure to schedule another employee to cover the gap. To do this, go to Sites > View > Schedules > Prepare. You can check out more details about Open Shift and Vacant Shift in the TrackTik Help Center.
        • If you approve a Leave Request that has a Leave Balance, it will create the hours as PTOHrs in your payroll automatically and include them in your employee's pay.
      • DECLINE
        If you decline the shift, you can enter a note explaining why you declined the Leave Request in the Decline modal.
  7. Select SAVE.

The decision is recorded in the Leave History tab, and you can see who approved the Leave Request in the Transaction Activity tab.

leavehisotryandtransactionactivity.png

When a Leave Request is approved, the days of leave are blocked from the employee's calendar, and you can't assign them to any shifts during these days.

When a Leave Request is declined, the days of leave are added back to the employee's Leave Policy Item, and you can assign them to any shift during these days.   

Your employee is notified in TrackTik SHIFT about the decision.

 

See also

 

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