Managing approval requests

In absentify, employees can be assigned as approvers or representatives for absence requests submitted by their 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 approval or representative requests

If you are assigned as an approver or a representative for another employee’s absence request, you will receive a notification via the bell icon in the top-right corner of the navigation bar. Here’s what the notification means:

• A red dot indicates that there are requests requiring your attention.
• A number shows how many total requests (as approver or representative) you need to review.

These notifications apply only to absence requests where you are explicitly assigned as the approver or representative.

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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.

To review and respond to representative requests:

1. Click on the bell icon in the top-right corner.
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.

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.

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Viewing and managing approval requests

To manage approval requests:

1. Click on the bell icon in the top-right corner.

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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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.