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 takes you straight to the list of approval and representative requests assigned to you.

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Open and Processed segments

Your pending requests appear under Open. Switch to Processed to review requests you already approved or declined, or that were canceled, including who decided and when. The number next to Open matches the list below. When search or filters are on, it shows how many requests match. The page always opens on Open.

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Sorting, filtering, and view controls

The Open segment has a toolbar for organizing pending requests.

• Search by employee name or reason.
• Filter by approver. If you have pending requests assigned to you, your name is at the top of the dropdown, labeled (me).
• Filter by employee to see one person’s requests.
• Sort by Absence start, Created date, or Employee name, in Ascending or Descending order.
• Switch between Grouped by approver and Flat list. A group with more than 10 requests shows a button with the full count so you can expand it.

Urgency hints such as “Starts today”, “Starts in 2 days”, or “Waiting for 15 days” help you prioritize. Section headers read Pending my approval or Pending my approval (as representative) and show the open count. When search or filters are on, select Reset filters to show the full list again. absentify remembers your search, filters, sort, and view on this browser. They come back the next time you open the page. If you filtered to someone who no longer has a pending request, absentify clears that filter.

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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 to open 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:
   • Details: View more information about the request.
   • Approve representative: Confirm that you will cover for the employee during their absence.
   • Decline representative: Decline 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 to open 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 opens the requester’s calendar with the request in context. Select Back to open requests at the top to return to the list. This is especially useful in the Microsoft Teams client, where there is no browser back button.
   • 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.