Approve or decline time off

When time off needs an answer, it waits in the Inbox. Until someone answers, customers can't book that person during the time they asked for.

Who answers

Time off that staff and managers add for themselves waits for a decision when Time off needs approval is on. Who decides depends on Reports to:

• A manager answers for the people who report to them.

• Owners and admins answer for anyone.

• Someone with no one set answers to the owners and admins.

• An owner's own time off is approved straight away. An admin's waits for the owner.

• A manager's time off waits for whoever they report to.

If a request has gone unanswered for 2 days, owners and admins get a reminder email. Any of them can decide it.

Answer a request

1. Open Inbox, then the Time off tab. You also get an email, "(name) asked for time off on (date)", with a Review time off button.

2. Each request says who asked, when, any note, and how many bookings fall in that time.

3. Choose Approve or Decline.

When you approve, a box shows the bookings that fall inside the time off.

• Nothing booked: choose Approve time off.

• Bookings inside: choose Approve and keep them if the bookings should stay, or Approve, I'll move them if you will move them yourself. Either way the bookings stay in your Inbox, under Still booked during time off, and on Home until they are moved or finished.

• To stop, choose Not yet.

When you decline, you can write a Reason. It is optional, and the person sees it in Your hours and in the email. Choose Decline time off, or Keep waiting to go back.

The person gets an email that says whether it was approved or declined.

Set who answers for someone

Owners and admins choose this on the Team page. Under a manager's or staff member's name, use Reports to and choose an owner, admin or manager, or Owners and admins. If you remove a manager or change their role, their reports go back to the owners and admins, and any requests that were waiting on that manager go to them too.

Turn approval off

Open Team and find Team settings. Turn off Time off needs approval. A box asks "Stop asking for approval?" Choose Turn off approval: time off that is waiting right now is approved, and each person is told. After that, new time off is approved as soon as it is added.

Approved time off takes the person out of the schedule for those days. See Day, week, month and list.