When someone submits a time off request, unless an admin has enabled automatic time off approvals, a time off approver needs to approve the request. This person can either approve or decline the request.
📎NOTE: You can only approve time off requests if your company's admin user has set you as a time off approver.
There are a few different ways to do this in the Sage HR web portal.
Where to action time off requests
My tasks tab on the dashboard
My tasks tab on the dashboard
If you are an administrator or have been made a time approver for that employee, you can approve them from the dashboard.
On the main menu, click Dashboard, then find the My Tasks tab.
Either click approve ✔️ or decline ❌ next to the time off request(s).
If you select Notify via email you can leave an optional message.
Click Approve or Decline.
Upcoming time off tab on the dashboard
Upcoming time off tab on the dashboard
To approve time off this way, you must be either an administrator or a manager who is set as a time off approver for the employee awaiting approval.
On the main menu, click on Dashboard, then find the Upcoming time off tab.
Click on History. This will list all the time off history. If you would like to see time off history for just one specific employee, click on the employee drop down menu and either scroll or type in their name, then select them.
Click on one labelled ‘Awaiting Approval’
Over on the of right of the window, click either Approve or Decline.
If you select Notify via email you can leave an optional message.
Click either Approve or Decline.
Calendar
Calendar
To approve time off this way, you must be either an administrator or a manager who is set as a time off approver for the employee awaiting approval.
On the main menu, click on Calendar.
Find the employee.
Find their pending time off awaiting approval on the calendar – it will be slightly faded, and say ‘Awaiting Approval’ when you hover the mouse over it.
Click on it, then click either Approve or Decline.
If you select Notify via email you can leave an optional message.
Click either Approve or Decline.
Awaiting approval report
Awaiting approval report
To approve time off this way, you must be an administrator.
On the main menu, click Reports.
Click Time off, then click Awaiting approval.
Select the relevant tab
Awaiting approval
Awaiting re-submission approval
Awaiting replacement approval
Click Approve or Decline next to the request.
📌TIP: You can also approve or decline time off in the Sage HR mobile app.
What happens to the balance when I decline a time off request?
If the request was previously approved, the leave balance is automatically updated to reflect that the time off is no longer approved.
If the request was never approved, no days were deducted from the employee’s leave allowance, meaning there is no need to add days back. In short, cancelling a pending or unapproved request does not affect the leave balance.