{"id":19018,"date":"2024-06-30T14:51:12","date_gmt":"2024-06-30T14:51:12","guid":{"rendered":"https:\/\/clockify.me\/help\/?p=19018"},"modified":"2026-02-09T07:28:09","modified_gmt":"2026-02-09T07:28:09","slug":"approve-time-off","status":"publish","type":"post","link":"https:\/\/clockify.me\/help\/track-time-and-expenses\/approve-time-off","title":{"rendered":"Approve time off"},"content":{"rendered":"\n<p>Approve, reject, and track your team\u2019s time off requests in the Time Off page.<\/p>\n\n\n\n<p class=\"note translation-block\">Time Off is a paid feature and is available when you upgrade to <a href=\"https:\/\/clockify.me\/pricing\">Standard, Pro, or Enterprise<\/a> plans.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Important to note:<\/h3>\n\n\n\n<ul class=\"wp-block-list\">\n<li>These roles have permission to approve or reject time off requests:\n<ul class=\"wp-block-list\">\n<li>Workspace Owners<\/li>\n\n\n\n<li>Admins<\/li>\n\n\n\n<li>Team Managers<\/li>\n\n\n\n<li>Specific user assigned as approver in the policy<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Before users can request for time off, check that:\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\">Time off is <a href=\"https:\/\/clockify.me\/help\/getting-started\/getting-started-as-admin-and-workspace-owner\/create-manage-holidays-time-off-policies#enable-time-off\">enabled<\/a> in <strong>Workspace settings.<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Users have sufficient leave balance or negative balance is enabled in the <a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/create-manage-time-off-policy#create-and-manage-policies\">Policy settings<\/a>.<\/li>\n\n\n\n<li class=\"translation-block\">Users are added to a Time off or Holiday policy. (Check out <a href=\"https:\/\/clockify.me\/help\/getting-started\/getting-started-as-admin-and-workspace-owner\/create-manage-holidays-time-off-policies#create-and-manage-time-off-policies\">Create &amp; manage holidays &amp; time off policies<\/a> for more information).<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">Manage pending requests<\/h2>\n\n\n\n<p class=\"translation-block\">All requests awaiting your action are located in the <strong>Requests<\/strong> tab. This is where you can view, approve, and reject time off requests.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Approve requests<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Time Off<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>Requests<\/strong> tab<\/li>\n\n\n\n<li>Find the team member\u2019s request<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Approve<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"706\" height=\"380\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Approve-time-off-request.gif\" alt=\"\" class=\"wp-image-29174\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Reject requests<\/h3>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Time Off<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>Requests<\/strong> tab<\/li>\n\n\n\n<li>Find the team member\u2019s request<\/li>\n\n\n\n<li class=\"translation-block\">Click on the <strong>three dots<\/strong> next to the request<\/li>\n\n\n\n<li class=\"translation-block\">Select <strong>Reject<\/strong><\/li>\n\n\n\n<li>Type in a reason for the rejection in the pop-up window<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Reject <\/strong>to confirm the action<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"716\" height=\"376\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Reject-time-off.gif\" alt=\"\" class=\"wp-image-29175\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Reject previously approved request<\/h3>\n\n\n\n<p>You can reject a time off request that you have previously approved.&nbsp;<br><br>To reject an approved request:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li class=\"translation-block\">Go to <strong>Time Off<\/strong><\/li>\n\n\n\n<li class=\"translation-block\">Click the <strong>three dots<\/strong> next to the approved request<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Reject<\/strong><\/li>\n\n\n\n<li>Type a reason for the rejection<\/li>\n\n\n\n<li class=\"translation-block\">Click <strong>Reject<\/strong><\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"716\" height=\"376\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Reject-time-off-2.gif\" alt=\"\" class=\"wp-image-29176\"\/><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Filter requests<\/h3>\n\n\n\n<p class=\"translation-block\">Use the filters at the top of the <strong>Requests<\/strong> tab to sort by:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Status:<\/strong> Pending, Approved, or Rejected.<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Team member:<\/strong> Find requests from specific individuals or teams (if you created any).<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Date range:<\/strong> View requests for specific periods.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"716\" height=\"376\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Filter-time-off-requests.gif\" alt=\"\" class=\"wp-image-29177\"\/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">Timeline tab<\/h2>\n\n\n\n<p class=\"translation-block\">Use the <strong>Timeline<\/strong> tab to see a bird&#8217;s-eye view of your team&#8217;s leaves for the next 30 days (or a custom range).<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"716\" height=\"376\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Timeline-tab-time-off.gif\" alt=\"\" class=\"wp-image-29178\"\/><\/figure>\n\n\n\n<p><strong>Color coding<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Green:<\/strong> Approved time off<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Light green:<\/strong> Pending request (awaiting approval)<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Gray:<\/strong> Public holidays<\/li>\n<\/ul>\n\n\n\n<p><strong>Visibility rules<\/strong><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"translation-block\"><strong>Admins:<\/strong> Can see time off for everyone in the workspace<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Team Managers:<\/strong> Can see time off for their specific team members<\/li>\n\n\n\n<li class=\"translation-block\"><strong>Regular Users:<\/strong> Can see their own leave and their team&#8217;s leave (if enabled in Workspace Settings, they can see everyone\u2019s)<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Notifications<\/h3>\n\n\n\n<p>Email notifications are sent to relevant user roles depending on the time off actions.<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table class=\"has-fixed-layout\"><tbody><tr><td><strong>Action<\/strong><\/td><td><strong>Requester<\/strong><\/td><td><strong>Team manager<\/strong><\/td><td><strong>Admin \/ owner<\/strong><\/td><td><strong>Policy approver<\/strong><\/td><\/tr><tr><td>Time off request submitted<\/td><td>\u2716<\/td><td>\u2714<\/td><td>\u2714<\/td><td>\u2714<\/td><\/tr><tr><td>Request approved<\/td><td>\u2714<\/td><td>\u2716<\/td><td>\u2716<\/td><td>\u2716<\/td><\/tr><tr><td>Request rejected<\/td><td>\u2714<\/td><td>\u2716<\/td><td>\u2716<\/td><td>\u2716<\/td><\/tr><tr><td>Weekly leave summary*<\/td><td>\u2716<\/td><td>\u2714<\/td><td>\u2716<\/td><td>\u2716<\/td><\/tr><tr><td>Request made on behalf of user<\/td><td>\u2714<\/td><td>\u2716<\/td><td>\u2716<\/td><td>\u2716<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<p>*Clockify sends a weekly email notification listing all approved time off for their team members in the upcoming week.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"633\" src=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Weekly-time-off-notification-email-1024x633.png\" alt=\"\" class=\"wp-image-29179\" style=\"aspect-ratio:1.6177178623013961;width:631px;height:auto\" srcset=\"https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Weekly-time-off-notification-email-1024x633.png 1024w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Weekly-time-off-notification-email-300x186.png 300w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Weekly-time-off-notification-email-768x475.png 768w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Weekly-time-off-notification-email-1536x950.png 1536w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Weekly-time-off-notification-email-18x12.png 18w, https:\/\/clockify.me\/help\/wp-content\/uploads\/2024\/06\/Weekly-time-off-notification-email.png 1578w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p class=\"note\">Admins only receive notifications if they are the designated approvers or if no Team Manager is assigned to the user.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<p><strong>Why can&#8217;t I approve a specific time off request?<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">If a request&#8217;s total is displayed in red and the <strong>Approve<\/strong> button is unavailable, it is usually because the team member does not have enough accrued days or hours in their balance. This occurs when the specific time off policy is set to disallow negative balances. To fix this, an admin must either adjust the user&#8217;s balance or edit the policy to allow negative balances.<\/p>\n\n\n\n<p><strong>How can I see who originally approved a request?<\/strong><\/p>\n\n\n\n<p class=\"translation-block\">In the <strong>Requests<\/strong> tab, you can hover over the status label (e.g., the green <strong>Approved<\/strong> tag) of any request. A tooltip will appear showing the name of the person who approved it and the exact timestamp of when the action was taken.&nbsp;<\/p>\n\n\n\n<div class=\"wp-block-group related-articles\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h3 class=\"wp-block-heading\" id=\"1-related-articles\">Related Articles<\/h3>\n\n\n\n<ul class=\"wp-block-list related-articles-list\">\n<li><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/request-time-off\">Request time off<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/manage-non-working-days\">Manage non-working days<\/a><\/li>\n\n\n\n<li><a href=\"https:\/\/clockify.me\/help\/track-time-and-expenses\/track-holidays-time-off\">Track holidays &amp; time off<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n<ul class=\"wp-block-list related-articles-list\"><\/ul>\n","protected":false},"excerpt":{"rendered":"Approve, reject, and track your team\u2019s time off requests in the Time Off page&#8230;.","protected":false},"author":25,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_helpful_status":1,"_searchwp_excluded":"","footnotes":""},"categories":[62],"tags":[],"class_list":["post-19018","post","type-post","status-publish","format-standard","hentry","category-time-off"],"acf":[],"featured_image_src":null,"author_info":{"display_name":"tamara radijevac","author_link":"https:\/\/clockify.me\/help\/author\/tamara-radijevac"},"_links":{"self":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19018","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/users\/25"}],"replies":[{"embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/comments?post=19018"}],"version-history":[{"count":25,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19018\/revisions"}],"predecessor-version":[{"id":29719,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/posts\/19018\/revisions\/29719"}],"wp:attachment":[{"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/media?parent=19018"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/categories?post=19018"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/clockify.me\/help\/wp-json\/wp\/v2\/tags?post=19018"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}