Approving a time-off request - Documentation Clic Horaire

Vacation, sick leave, personal time, unpaid leave: an employee files the request from the mobile app, and it lands in “Time-off requests”. You approve or decline, and it is the decision that writes into the calendar.

Why route this through the app rather than a text message to the supervisor comes down to one sentence: approving POSTS the absence to the schedule and removes the shifts it covers. There is no second step to perform, so there is no second step to forget.

Who files: The employee, from the mobile app
Who decides: An account that manages schedules
What approving does: Posts the absence, removes the covered shifts

Before you start

Time-off requests enabled in the organization settings: they are, by default.
An administrator or supervisor account: without the right to manage schedules, the cards are read-only.

1
Open the time-off requests
“Time-off requests”, under Planning & team. Two tabs, and they are not for the same moment.
“To decide” lists what is waiting for an answer, nearest start date first: that is the order in which they need deciding, not the order they were filed in. The tab carries a badge with the pending count, the same one shown on the dashboard.
“Decided” keeps the history: approved, declined, and withdrawn by the employee themselves. Most recent decision first.
2
Read a request card
Each request is a card, not a table row: they are rare, and you want to take it all in at once without opening anything.
The card carries the employee's name, the type requested, the date range, the total hours it represents, and the filing date. If the employee wrote a note to management, it is there too, under “Employee's note”.
The warning not to miss sits in the middle: “X scheduled shift(s) will be removed from the calendar”. That is what approving will erase, and what you need to have covered if the site cannot be left short.
3
Check the balance before you rule
Under “Balance:”, the card shows the hours available and the hours requested. When the request exceeds what is left, a red note says so: “X h beyond the balance”.
That figure is recomputed the moment you open the screen, never frozen at filing. In between, another request may have been approved or a pay period locked: a balance computed last week would lie today.
An overdraft blocks nothing. It is information put in front of you: you can approve beyond the balance, knowingly. Personal leave has no bank at all: the balance line simply does not appear.
A request does not write to the banks
Approving debits neither vacation nor sick time. Balances move when payroll locks, as they do for any absence planned from the calendar. The request only shows, live, what the balance would allow.
4
Approve
“Approve” opens a confirmation that states the consequence before producing it: “Approving removes X scheduled shift(s) from the calendar and posts the absence in their place.”
Once confirmed, the absence is written to the schedule under the applicable decree's rules: the split between paid and unpaid sick time, breaks, quotas. Where a worked shift existed, the absence takes its exact bounds; where there was nothing, it takes the standard day set for the organization (8:00 a.m., eight hours by default).
The employee is notified, and the request moves to “Decided”.
5
Decline, with a reason
“Decline” asks for a reason, optional but shown to the employee as written. “Too many absences that week” beats a silent refusal: with no explanation, the request comes back through another channel.
Nothing is written to the schedule, and the planned shifts stay where they are.
6
Set what employees are allowed to request
Settings, General tab, “Time-off requests (mobile app)” section. Seven settings, applying to the whole organization.
The switch first: unchecked, the screen does not exist for employees and absences are planned only from the calendar.
Then the minimum notice: 14 calendar days by default, ahead of the first day requested. It never applies to sick leave, which nobody plans two weeks out. The maximum length per request is set to 31 days: beyond that, it is a leave that gets negotiated in person.
The standard day (start and duration) defines what a day of absence is worth when no shift was scheduled. “Count weekends”, unchecked by default, makes a vacation week weigh five days rather than seven. Finally, “Notify supervisors as well” doubles the notice sent to administrators.
Notice is not replayed at approval
A request filed on time does not become inadmissible because it sat on your screen for three weeks. Notice guards run when it is filed, so the employee knows straight away; approval only rebuilds the days to be posted, since the calendar may have moved in the meantime.

What to remember

The employee can withdraw the request

While it is pending, they cancel it themselves from their phone; it then shows as “Withdrawn” under the Decided tab. After your decision they can do nothing more: rescheduling the shift is on you if the situation changes.

Approving does not replace anyone

The shifts removed from the calendar leave a hole, and nothing fills it on its own. Publish an open shift over the freed period if the site has to stay covered: that is the move that naturally follows a vacation approval.