How to Approve or Decline Leave Requests

As a manager, one of your key responsibilities is reviewing and responding to leave requests from your team. Team Toggle makes this process quick and straightforward.

Accessing Pending Requests

To view requests awaiting your approval:

1. Click Approvals from the Admin section of the navigation menu
2. You'll see a list of all pending requests from your team
3. Each request shows the team member's name, dates, and number of days requested

Being Notified of New Requests

When a team member submits a leave request:

• You'll receive an email notification with the request details
• The email includes a direct link to view and respond to the request
• The pending requests count in your navigation may update

Reviewing a Request

Before approving or declining, consider:

• Team coverage – Will there be enough people working during this period?
• Overlapping leave – Are other team members already off on these dates?
• Project deadlines – Are there critical deliverables scheduled?
• Notice period – Has the team member given adequate notice?
• Leave balance – Does the person have enough days available?

Team Toggle shows you relevant information to help you make informed decisions, including the team calendar view to spot potential conflicts.

Approving a Request

To approve a leave request:

1. Click on the pending request to view its details
2. Review the dates and any notes from the team member
3. Click the Approve button
4. The team member will be notified by email that their leave is approved

Once approved, the leave appears on the team calendar and is deducted from the team member's balance.

Declining a Request

If you need to decline a request:

1. Click on the pending request
2. Click the Decline button
3. You may be asked to provide a reason (this helps the team member understand)
4. The team member will be notified by email

Checking for Conflicts

Team Toggle helps you spot potential issues:

• Calendar view – See who else is off during the requested period
• Department filter – Focus on the team member's immediate colleagues
• Overlap warnings – Some systems highlight when multiple people request the same dates

Bulk Approvals

If you have multiple requests to process:

• Review each request individually to ensure no conflicts
• Some organisations may have bulk approval features available
• Be careful not to approve conflicting requests accidentally

What Team Members See

When you respond to a request, the team member:

• Receives an email notification immediately
• Sees the updated status in their Annual Leave section
• Can view any reason you provided (if declined)

Cancelling Approved Leave

Team members can cancel their own approved leave if plans change. In exceptional circumstances, you may need to cancel someone's approved leave:

• This should be done only when absolutely necessary
• Always discuss with the team member first
• Navigate to the team member's leave and remove the entry if needed

Responding Promptly

Try to respond to leave requests within a reasonable timeframe:

• Team members may be waiting to book travel or make plans
• Delayed responses can cause frustration
• Set aside time regularly to review pending requests

Leave Requests During Your Absence

If you'll be away:

• Ask another manager or administrator to cover approvals
• Process any pending requests before you leave
• Inform your team of any temporary approval arrangements

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