> ## Documentation Index
> Fetch the complete documentation index at: https://docs.timetracker.in/llms.txt
> Use this file to discover all available pages before exploring further.

# Approve time off

> Clear pending leave requests from the shared Approvals inbox, reject with a reason, and withdraw a leave approval so the days go back to the balance.

Leave requests queue on their own tab in **Approvals**, next to timesheets, timecards and expenses. Open **Approvals → Time Off** to clear them.

For policies, balances and accrual, see [/time-off/approve-time-off](/time-off/approve-time-off).

## The Time Off tab

Two sub-tabs.

| Sub-tab      | What it lists                                                  |
| ------------ | -------------------------------------------------------------- |
| **Awaiting** | Pending requests, with **Approve** and **Reject…** row actions |
| **History**  | Requests already decided – approved, rejected, or withdrawn    |

The tab carries a live count, and that count feeds the total badge on the **Approvals** link in the sidebar.

## The columns

Both sub-tabs share the same shape.

| Column        | What it shows                                 |
| ------------- | --------------------------------------------- |
| **Member**    | Avatar and name of the requester              |
| **Policy**    | Which leave policy the request draws on       |
| **Period**    | One date, or a start and end date range       |
| **Requested** | The amount and its unit, for example `3 days` |
| **Status**    | Pending, Approved, or Rejected                |
| **Submitted** | When the request was made                     |
| `⋮`           | The actions available on that row             |

Empty states: "Nothing awaiting your approval." and "No decided requests yet – approved and rejected leave appears here."

## Approve or reject

<Steps>
  <Step title="Open Approvals">
    Click **Approvals** in the sidebar, then the **Time Off** tab.
  </Step>

  <Step title="Stay on Awaiting">
    Every pending request you may act on is listed.
  </Step>

  <Step title="Check the request">
    Look at the policy, the dates, and the amount.
  </Step>

  <Step title="Open the row menu">
    Click `⋮` and choose **Approve** or **Reject…**.
  </Step>

  <Step title="Give a reason if rejecting">
    Rejecting opens a dialog with a required reason field. The reason goes back to the requester.
  </Step>
</Steps>

Approving gives you `Request approved.` Rejecting gives you `Request rejected.`

## Withdraw a leave approval

An approval made in error can be reversed from the **History** sub-tab.

<Steps>
  <Step title="Open History">
    Go to **Approvals → Time Off → History**.
  </Step>

  <Step title="Find the approved request">
    Only rows with the status **approved** carry an action. Rejected and withdrawn rows are final.
  </Step>

  <Step title="Click Withdraw approval">
    A confirmation reads "The approval will be reversed and the days returned to the member's balance. This cannot be undone."
  </Step>

  <Step title="Confirm">
    You get `Approval withdrawn.` and the days go back to the person's balance.
  </Step>
</Steps>

<Note>
  **Withdrawing a leave approval is never plan-gated.** Granting an approval is resolution and is sold. Taking one back has to work on every plan, so a workspace that lapses is never stuck holding a decision it can neither complete nor undo.
</Note>

## How leave connects to timesheets

Approved leave is more than a calendar entry. It changes what a person is expected to work.

The work schedule resolves an approved leave day as a non-working day. That means the timesheet grid shows no target for it, and no shortfall is counted. See [/timesheets/expected-vs-tracked-hours](/timesheets/expected-vs-tracked-hours).

## Example

Sarah Lin requests three days of annual leave at Northwind Studio.

Priya Raman opens **Approvals**. The **Time Off** tab shows a `1` badge. The row reads "Sarah Lin · Annual leave · 12 Aug – 14 Aug · 3 days · Pending".

Priya checks the delivery calendar for Bluebird Coffee's Website Redesign, sees no milestone in that week, and clicks `⋮` → **Approve**. Sarah is notified, and three days come off her balance.

Sarah's timesheet for that week now expects 16 hours instead of 40, so those two working days show no shortfall.

A week later the client moves a deadline and Sarah cancels her plans. Priya opens **History**, finds the approved row, clicks `⋮` → **Withdraw approval**, and confirms. The three days go back to Sarah's balance.

## Permissions

| Action                                | Capability           | Default roles                                              |
| ------------------------------------- | -------------------- | ---------------------------------------------------------- |
| See the Time Off tab, approve, reject | `leave.approve`      | Owner, Admin, Project Manager                              |
| Withdraw an approval                  | `leave.approve`      | Owner, Admin, Project Manager                              |
| Request leave                         | `leave.request`      | Owner, Admin, Project Manager, Finance, Member, Contractor |
| See other people's leave              | `leave.viewOthers`   | Owner, Admin, Project Manager                              |
| Manage leave policies                 | `leave.managePolicy` | Owner, Admin                                               |

Finance can request leave but does not approve it – it is a delivery decision, not a money one.

Supervision scope applies. You only see requests from people you supervise.

## Plan and app gating

* The **Time off** app must be switched on in **Settings → Apps**.
* **Requesting leave is free.** Approving it is **Pro**.
* **Withdrawing an approval is free**, on every plan.

A Free workspace collects leave requests, which sit pending until it upgrades. Nothing is lost.

## What happens next

* An approved request deducts from the person's leave balance.
* The schedule treats those days as non-working, so timesheets and timecards expect nothing on them.
* A rejected request returns to the person with your reason, and no days are deducted.
* Withdrawing an approval returns the days to the balance.

## Common questions

<AccordionGroup>
  <Accordion title="Why is the Time Off tab missing?">
    The Time off app is switched off in **Settings → Apps**, or you do not hold `leave.approve`.
  </Accordion>

  <Accordion title="Can I approve my own leave request?">
    Only if you hold `leave.approve`. Check your workspace's own policy on that before you do.
  </Accordion>

  <Accordion title="Does approved leave show on the planner?">
    Yes. It resolves as non-working time, so capacity planning accounts for it.
  </Accordion>

  <Accordion title="Can I withdraw a rejected request?">
    No. Only approved requests carry the withdraw action. Rejected and withdrawn rows are final.
  </Accordion>

  <Accordion title="Does approving leave affect a timesheet already submitted?">
    It changes the expected hours for those days. Time already tracked is untouched.
  </Accordion>
</AccordionGroup>

## Troubleshooting

* **No `⋮` menu on a history row.** Only approved requests can be withdrawn.
* **"Something went wrong."** Someone else acted on the request while your list was open. Refresh.
* **The tab shows a paywall.** The workspace is on the Free plan.
* **A request you expect is not listed.** The requester is outside your supervision scope.

## Related guides

<CardGroup cols={2}>
  <Card title="Approve time off" icon="calendar-check" href="/time-off/approve-time-off">
    The full leave review, in detail.
  </Card>

  <Card title="Leave balances" icon="wallet" href="/time-off/leave-balances">
    What approving takes off, and withdrawing gives back.
  </Card>

  <Card title="Approvals overview" icon="check-check" href="/approvals/overview">
    The shared inbox all four domains share.
  </Card>

  <Card title="Expected vs tracked hours" icon="scale" href="/timesheets/expected-vs-tracked-hours">
    How approved leave changes a timesheet's targets.
  </Card>

  <Card title="Time off permissions" icon="shield" href="/time-off/time-off-permissions">
    Every leave capability, by role.
  </Card>

  <Card title="Approval permissions" icon="lock" href="/approvals/approval-permissions">
    Who approves what, across all four domains.
  </Card>
</CardGroup>