Requests & Approvals

Time off requests are how employees let managers know they plan to be away from work. In Easyteam Embedded, this process is connected directly to the schedule, time off policies, and notification system.

Each request follows the rules of its policy, for details, see time off policy settings. Each policy can require approval from a manager.

Configuring Approval Behavior

Some businesses may allow automatic approval for certain policies, while others want every request to go through a review step. This can be configured when setting up each policy.

There is a global setting that controls who can approve requests, businesses can allow location managers to approve requests (using the LOCATION_READ permission), or restrict approvals to organization admins only.

Submitting a Time Off Request

Employees submit time off directly from the embedded schedule or from the mobile view. The request screen shows only the policies the employee is assigned to. If a policy has limited balance, it only appears if the employee has remaining time. If the policy is unlimited, it is always available.

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Submitting a time off request on mobile, accessible from schedule component.

The employee selects the date or range of dates, adds an optional note, and submits the request. If the policy does not require approval, the time off is applied immediately. If approval is needed, the request is sent for manager review and marked as pending.

Employees can edit or cancel their requests before they are approved. All changes are logged and trigger updates for the manager.

Manager Review and Approval

Managers see all pending time off requests in the calendar. They appear in a dedicated tab in the scheduling view, grouped by date and location. From there, managers can open a dialog to view each request, including how much time is being requested and what other staff are also unavailable that week.

Responding to individual time off requests

Requests can be approved or rejected with a single action. Approved requests are applied to the schedule automatically. Rejected requests are removed from the calendar, and the employee is notified.

Managers can only approve requests for locations they have permission to manage. If a manager does not have the correct access, the approval buttons will not be available.

Notification Behavior

Notifications are sent at key points in the request process. When a request is submitted, the assigned manager receives a notification. If the request is edited, the update is sent again. Closer to the requested date, the system sends a reminder if the request is still pending.

Once the request is approved or rejected, the employee receives a notification with the outcome. Notifications can be sent by email, SMS, WhatsApp, or push — depending on the employee’s configured notifications preferences.

To learn more about notifications, see the Notifications Overview.

Configuring Approval Behavior#

Submitting a Time Off Request#

Manager Review and Approval#

Notification Behavior#

Configuring Approval Behavior

Submitting a Time Off Request

Manager Review and Approval

Notification Behavior