Approve or reject leave
Review dates, team coverage and balances, then add an optional employee-visible decision note when needed.
What this guide helps you do
Approvals shows the leave requests you are currently allowed to decide. A manager normally sees requests from direct reports. HR administrators can decide requests across the company. Current Leave Settings determine who can decide each pending request, so changing those settings can reroute a request that is already waiting.
Open Approvals, use View for the full request, and decide only after checking the dates, working days, balance and nearby team leave.
Review the request
Confirm the employee and leave type
Make sure the request is for the person and policy you intended to review. The request page also shows the employee’s job title and department.
Check the complete dates
Review the first and last day, half-day detail and the working-day total. Weekends and company public holidays have already been excluded.
Use the reason only as context
Use the employee’s reason only to understand the request. Do not ask for medical or personal details that are not needed to decide it.
Check the balance and recent requests
The review page shows the employee’s entitlement, Taken days, Pending days, Remaining balance and recent requests. Use these details to spot insufficient allowance, overlapping dates or a team coverage issue.
Check the calendar
Use Team Calendar or Company Calendar for nearby approved and pending absences. Pending leave is marked so it is not mistaken for a final decision.
Approve or reject
Approve confirms the leave, moves its days from Pending to Taken and changes the calendar entry from tentative to approved.
Reject releases the pending balance. If you entered a decision note, the employee can see it.
HRStuff checks a tracked balance again at approval time. If another decision has used the allowance meanwhile, approval is stopped and the message tells you to adjust the entitlement or reject the request.
Only a still-pending request can be decided. If somebody else acted first, HRStuff preserves that newer result.
What the employee sees
The employee receives an in-app notification and can see the final status, approver, decision date and note on the leave record. If connected notification channels are enabled, they receive the status change but not the leave reason. The reason is also excluded from shared calendar feeds.
If a request is missing from your list
The company may route all leave directly to HR instead of managers.
The employee may not name you as their reporting manager.
Approval delegation may have sent it one level up because the usual manager is on approved leave today.
The request may already have been approved, rejected or cancelled.
If no reporting manager is named, manager-routed leave falls back to HR.