Approvals
One inbox for everything waiting on a decision: leave, open-shift claims, shift swaps, PRO renewals and requests that need approval.
On this page
Approvals collects everything that waits on a decision, one tab per kind, oldest first. The list is on one side and the picked item on the other, with everything you need to decide it: the leave balance, the shifts it clashes with, every rule's answer. You decide right there, with a note, and the person is told. The badge on the menu is the total waiting.
Each tab shows only to the people who may use it:
- All waiting, Leave requests, Open-shift claims and Shift swaps:
people.view(Admin, HR, Operations and Read-only). - Deciding leave needs
people.manage(Admin and HR). Deciding claims and swaps needspeople.manageorplaces.manage(Admin, HR and Operations). - PRO renewals:
pro.renewals.approve(Admin and HR). - Requests:
requests.approve(Admin and HR).
Someone who can see an item but not decide it reads it without the buttons.
The tabs
| Tab | What waits there |
|---|---|
| All waiting | Everything below that you may see, in one list. A swap appears here once a colleague has taken it. |
| Leave requests | Time off asked for by staff or recorded for them. |
| Open-shift claims | Workers asking for an open shift. |
| Shift swaps | Shifts offered to a colleague. |
| PRO renewals | Renewal cases your PRO sends from the PRO desk. |
| Requests | HR letters and other requests that need approval before they are sent. |
Decide an item
- Go to Approvals and choose a tab.
- Pick an item on the left. Use Search, and the Show switch to narrow the list. The J and K keys move to the next and previous item.
- Read the pane. Open the full record opens the item's own page.
- Write a Note. It goes with the decision, and the person reads it.
- Choose the approve button or Decline.
A note is needed to decline leave or a request, to return a PRO case, and to approve a claim or swap despite a warning (the note is then your reason). If a rule blocks an item, the approve button is switched off.
Leave
The pane shows the leave balance before and after, the shifts the person is on in those dates, and who else is off. Show All, Clashes or No clashes.
When the leave clashes with shifts, a switch in the pane (on unless you turn it off) takes the person off those shifts when you choose Approve leave. The shifts open for claims and the roster gets a new version.
To decide several at once, tick them (or Tick all shown) and use the approve or decline button for the ticked ones; one note goes to all of them. Request leave for someone records leave for a person who asked in person. See Leave and time off.
Claims and swaps
Open-shift claims groups claims by shift, so you pick the best person once. Shift swaps shows offers still waiting for a colleague and swaps ready for your decision. Approving either puts out a new roster version and tells the people involved. See Open shifts and swaps.
PRO renewals
Your PRO sends a renewal case from the PRO desk with its evidence. Choose Approve case to let them carry on, or Return for correction with a note they read on the PRO desk. When the renewed document arrives, pick the case again (it stays under Open) and choose Complete case with its new expiry date; its reminders then close. Show Open, Returned or Completed. See PRO desk.
Requests
A request type that needs approval, such as a salary certificate, waits here before the desk can finish it. Choose Approve to let the desk send it, or Decline with a note: declining resolves the request, and the employee reads your note. See Employee requests.
Watch the short filmApprovals, from request to decision