Managing approval requests

In absentify, you can be assigned as an approver or representative for absence requests submitted by your colleagues, depending on your organization’s configuration. This guide explains how to manage these requests, approve or decline them, and access additional details relevant to your role in the approval process.

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Notifications for pending requests

If you’ve been assigned as an approver or representative for an absence request, you’ll receive a notification via the bell icon in the top-right corner of the navigation bar.
The displayed badge number includes pending approval and representative requests assigned to you. Selecting the bell icon opens the Notifications page. Admins see two tabs: Requests (approval and representative requests) and Notifications (calendar PDF export status). Non-admin approvers are taken directly to the approval list without tabs.

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Open and Processed segments

Your pending requests appear under the Open segment. You can switch to the Processed segment to review requests you have already approved, declined, or that were canceled — including who decided and when.

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Sorting, filtering, and view controls

The Open segment includes a toolbar for organizing your pending requests:

• Search by employee name or reason.
• Filter by approver — your own name is pinned to the top of the dropdown and labeled “(me)”.
• Filter by employee — narrow the list to a specific person’s requests.
• Sort by absence start date, created date, or employee name, in ascending or descending order.
• View toggle — switch between Grouped by approver (collapsible groups) and Flat list. Groups with many entries show a Show all button.

Urgency hints like “Starts today”, “Starts in X days”, or “Waiting for X days” help you prioritize. Section headers read Pending my approval and show the number of open items.

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Viewing and managing representative assignments

If you have been selected as a representative for a colleague’s absence, you must confirm your assignment before their request can proceed to the approver. Once the required number of representatives (if more than one) have approved their assignment, the absence request will be forwarded to the designated approver for final approval. To review and respond to representative requests:

1. Select the bell icon in the top-right corner. Admins open the Requests tab; non-admin approvers land directly on the approval list.
2. If there are any outstanding requests where you are selected as a representative, they will be listed here.
3. For each request, you can:
   • Review the details of the absence request.
   • Approve your assignment to confirm that you will represent the employee during their absence.
   • Decline the assignment if you are unavailable or cannot take on the responsibility.

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Processing recurring representative assignments

When a recurring absence includes a representative, approving or declining the representative request applies to the entire series. It is not possible to accept or reject individual dates separately within the same recurring request.

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Viewing and managing approval requests

If you are the assigned approver for a user, you are responsible for reviewing and processing all of their absence requests that require approval. To manage approval requests:

1. Select the bell icon in the top-right corner. Admins open the Requests tab; non-admin approvers land directly on the approval list.
2. A list of pending requests will appear, displaying the following details:
   • The name of the employee who submitted the request.
   • The date and time the request was created.
   • The type of leave and the duration requested.
3. You can take the following actions for each request:
   • Details: View more information about the request, such as the leave type and duration.
   • Approve: Approve the request if everything is in order.
   • Decline: Decline the request and provide a reason in the prompt before confirming.

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Processing recurring absence requests

When a recurring absence request is approved or declined, the action applies to all occurrences in the series. It is not possible to approve or decline individual dates separately within the same request.

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Additional visibility for approvers and representatives

Depending on your role in the approval process, you may have access to different levels of information about the absence request: If you are a representative, you can view:

• Leave type: The specific reason for the absence (e.g., vacation, sick leave, home office).
• Request details: A complete breakdown of the absence, including start and end times.

If you are the approver of a request, you have access to all of the above, plus:

• Remaining allowance: How many days or hours the employee still has available in their leave allowance.

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Key considerations

• Access limitations: For requests with privacy activated, you can only view and process requests where you are specifically assigned as the approver or representative.
• Notifications: When you take action on a request (approve or decline), the employee who submitted the request will be notified.
• Reasons for decline: If you decline a request as an approver, your reason will be recorded and shown to the employee for transparency. Providing a reason for decline is not required from representatives.
• Data privacy: Enhanced visibility is limited to the approval process and does not grant general access to other employee information beyond the request.

For further assistance or if you encounter any issues with managing approval or representative requests, contact your manager or HR administrator.