The basics
Managers review employee schedule changes, availability, and time off from Scheduling → Requests.
Open-shift claims are reviewed in the Open Shifts page on Scheduling, not in Requests.
Requests may be auto-approved, blocked by rules, or waiting for manager review depending on your policies.
Approve/deny permissions can differ by organization and access level.
How request types look different
On the request calendar, the three request types look different so you can tell them apart quickly:
Shift changes / cancellations – Show on an existing shift card (usually blue once approved). A red icon marks a pending change: swap icon for a modification, X icon for a cancellation.
Time off – Separate leave cards labeled with the leave type (PTO, Call Out, etc.). Pending time off is typically amber; approved time off is rose/pink.
Availability – Gray cards labeled Available to work. These are times the employee can work, not confirmed shifts yet.
Note: "Available to work" requests will only appear in the requests section if this employee is eligible to self schedule. If they do not have permission to self schedule their availability is only viewable in the normal scheduling screen.
Opening Requests
Go to Scheduling in the left sidebar.
Open pending requests (for example, X people have pending requests).
Each row shows the employee, when they submitted, a short summary (time off, schedule changes, availability), and View Request Details.
Reviewing on the calendar
Click View Request Details. You'll see the employee's proposed schedule on a month or week calendar.
You may see:
Time-off / call-out blocks
Proposed shift changes
Added availability (Available to work)
Overlap markers when a request conflicts with an existing shift
Shifts and time off without a red icon are already approved.
Use the left-hand employee list to jump between people. Use the calendar arrows if you need the month that contains the request.
Availability requests
When a self-scheduling employee submits availability from the Employee Portal (Manage Your Schedule), it appears in Requests as Available to work windows, not as confirmed shifts.
If the employee cannot self-schedule, those Available to work windows do not appear in Requests. Their availability is only visible on the normal Scheduling screen.
In the Requests list, these usually show as Availability added for w/c [date]. On the calendar, each window is an Available to work card with the times they offered.
Approving an Available to work window turns it into a scheduled shift (using the team/role on the request, or the employee's defaults). Denying it notifies the employee and does not create a shift.
You can approve or deny:
One Available to work card at a time via the red icon on that card
In bulk with Approve all / Deny all, scoped to available to work requests if the person also has time off or schedule changes pending
Employees submit availability from Managing Your Schedule: Time Off, Availability and Schedule Changes.
Checking time-off balances
When you open a pending time-off request (red icon on the leave card), the request details include a TIME OFF BALANCES section. Use this to see the employee's remaining balance for that leave type before you approve or deny.
For what the balance columns mean, see Time-off balances.
Compliance validations
Open View compliance validations before you approve. This shows the same policy warnings/denials that applied when the employee submitted.
Approving or denying
To view, approve, or deny an individual request, click the red icon at the top right of the request card.
From the request footer you can also:
Approve all
Deny all
Use the dropdown on those buttons to scope the decision to time off, schedule changes, and/or available to work requests.
What happens after a decision
The employee is notified.
Approved changes update the schedule.
Approved availability becomes scheduled shifts.
Overlapping shifts may be canceled or adjusted based on the request type and your settings.