Articles on: Time off & absence

Reviewing time off requests

As an HR admin or Manager you are responsible for approving or declining time off requests from your employees.

Where do you see open requests?

In two places:

Pulse → Your action items — open requests appear here directly as an action item. Click on a request to review it.
HR → Requests — a complete overview of all open time off requests, showing the employee's name, type of time off, period and number of days per request.

You also receive a notification as soon as an employee submits a time off request.

Reviewing a request

Go to HR → Requests or click on the action item in your Pulse.
Click Review next to the request.
You'll see a pop-up with the details: type of time off, period and number of days.
If there are team members who are also absent during the same period, Heartwork shows this automatically — so you can take team availability into account.
Choose one of the two options:

Approve — the request is approved immediately and the employee receives a notification.
Decline — you can optionally provide a reason. Then click Decline to confirm.

Editing or cancelling an approved request

Want to adjust or cancel an already approved request? Go to People → [employee name] → Time off. Click the three dots next to the request and choose Edit or Cancel.

Note: No open requests? Then you'll see the message "No open requests — All time off requests have been processed" at HR → Requests.

Updated on: 05/05/2026

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