LeaveFlow: Manager guide

Manager guide for LeaveFlow: approvals, cancellations, four-eyes principle, team calendar and notifications for team leads.

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LeaveFlow: Manager guide

This guide is for users with the Manager role. You reach approvals through the menu item Approvals (/manager/approvals) and additionally have all functions of the employee guide.

Who decides on a request?

The team lead and the deputy of the requester's department decide on requests. Both may decide at any time, the deputy does not have to wait for the lead to be absent. Admins decide on all requests. The admin maintains the assignment under Departments.

Situation	Who decides
Requester has an active department	Team lead and deputy of that department, and every admin
Requester has no department or the department is inactive	Admins only
Requester is the team lead	Deputy and admins, never themselves

Four-eyes principle: nobody can approve, reject or decide the cancellation of their own request, not even an admin.

To see requests, your user account needs at least the Manager role, and you must be entered as team lead or deputy of an active department.

Approval list

On the tab Open the list shows all open requests and cancellation requests of your departments, on the tab All also decided ones (?filter=all). Admins see the requests of the whole company in each case. For each entry Review opens the detail view with period, hours, day-by-day breakdown and the decision history.

On the dashboard a note points to waiting requests, and the block "Team this week" shows who in your team is absent this week.

Deciding a request

Action	Effect
Approve	The request is approved, the hours are booked off the leave balance, the employee is notified
Reject	Required field "Rejection reason"; the employee sees the reason

You can only decide a request while it is pending. An approval cannot be taken back directly: the employee has to request the cancellation.

Cancellation requests

Employees can cancel an approved request as long as its start is in the future. This is a request that you decide on.

Action	Effect
Confirm cancellation	The request is cancelled, the hours are returned to the leave balance
Deny cancellation	Required field "Denial reason"; the request stays approved

Pending requests and recorded absences (absence types without approval) are withdrawn by the employee themselves, you do not need to do anything. You receive a notification when a pending request is withdrawn.

graph LR
    A["Pending"] -->|"approve"| B["Approved"]
    A -->|"reject"| C["Rejected"]
    A -->|"withdraw"| D["Cancelled"]
    E["Recorded"] -->|"withdraw"| D
    B -->|"request cancellation"| F["Cancellation requested"]
    F -->|"confirm"| D
    F -->|"deny"| B

Team calendar

The team calendar (/team/calendar) shows approved and recorded absences, including illness, in either a month or a week view. Pending requests do not appear.

Role	Default
Manager and employee	Their own department
Admin	All departments

With the filters "Team" and "Absence type" you narrow down the view. Blackout periods have a red background, holidays and company-wide days off appear as background. When submitting a request, the preview warns if colleagues of the team are already absent in the chosen period.

Blackout periods

Only an admin creates blackout periods (/admin/blackout-periods). You see them in the team calendar, changes have to be requested from the admin.

Notifications

All notifications appear in the inbox behind the bell icon (/my/notifications) and additionally by email, which you can switch off per event (Settings in the inbox, /my/notifications/preferences). The in-app notification always stays active.

Event	Recipient
New leave request	Team lead, otherwise the deputy
Cancellation request for an approved request	Team lead, otherwise the deputy
Withdrawn request that was still pending	Team lead, otherwise the deputy
Escalated request	All active admins, not the managers
6-week illness alert (42 calendar days)	Team lead, otherwise deputy, otherwise all admins

The team lead is only a recipient if active and not the requester themselves. If there is neither an active lead nor a deputy, no notification is created on submission: the request then sits in the admins' approval list and triggers an escalation to the admins after the escalation threshold (default 3 days).

The illness alert is information only and fires once per illness period. It requires an absence type with the property "Counts toward the 6-week illness threshold".