FAQ content

Time Off: Approve, deny, and edit time off requests

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LibStaffer has the option of requiring admin approval of all new time off requests. When enabled, new time off requests will have a status of pending until they are approved or denied by a schedule admin. If not enabled, then all time off requests will be automatically approved. (Time off added directly by admins is automatically approved.)

The following users can approve time off requests:

  • Admin users can view and approve all time off requests
  • Regular users who have been given the Approve Time Off permission for a schedule (this will only allow them to view and approve requests from other users assigned to that schedule)
  • A Regular user who is the Direct Supervisor of the user requesting time off (this will only allow them to view and approve requests from that user)
    • Note: if the requesting user's Direct Supervisor has also been assigned a Direct Supervisor, that person can also view and approve the user's time off request.

Time off notifications

When a staff member adds time off that requires approval, admins will receive a notification email and/or SMS message (if they have the notification enabled). In addition, they'll see an alert on their dashboard the next time they sign into LibStaffer. Both will include links taking you directly to the Time Off Approval page.

Pending time off alert on dashboard

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View time off requests pending approval

From the Time Off Approvals tab

  1. Click on Time Off in the LibStaffer navigation bar.
  2. Click on the Time Off Approvals tab.
  3. If desired, use the dropdowns for Locations, Departments and Positions to filter the list of requests based on the staff member's role. Click Go to update the list. Learn more about setting up and assigning locations, departments, and positions.
  4. If desired, use Show / hide columns to display or conceal information about the staff person and their request. Available column options include:
    1. ID: the request ID.
    2. Name: the name of the staff member requesting time off.
    3. Requested on: when the request was submitted.
    4. From: the date the request starts.
    5. To: the date the request ends. Same-day requests will list the same date as From. This column also includes the time and a repeating pattern, if applicable.
    6. Category: the category of time off being requested.
    7. Notes: any notes provided by the staff member.
    8. Potential Conflicts: shows an alert if the staff member is already scheduled at that time.
    9. Supervisor: the user's direct supervisor, if assigned.
    10. Locations: the locations to which the user is assigned, if any.
    11. Departments: the departments to which the user is assigned, if any.
    12. Positions: the positions to which the user is assigned, if any.
    13. Action: options to Approve, Deny, Edit or view the user's time off History.
Viewing time off requests under the Time Off Approvals tab

From the Time Off calendar

  1. Click on Time Off in the LibStaffer navigation bar.
  2. Select the staff to view time off for from the Staff dropdown.
  3. Click on a pending time off request from the calendar.
    • Pending time are colored gray in the calendar.
Viewing time off requests under the Time Off tab
  1. On the Edit Time Off modal for the pending request you can:
    • Edit the details of the request
    • Approve or deny the request.
    • View the history of time off requests for the user.
    • Delete the request.
Viewing Edit Time off modal for a pending request

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Approve, deny, and edit time off requests

Use the options in the Action column on the Time Off Approvals tab or the options on the Edit Time Off modal when viewing a pending time off request on the Time Off tab to approve or deny the request. The requesting staff member will receive an email notification with your decision. 

  • To approve a request: click the Approve button.
    • If you want to provide a reason to the employee for the approval, click on the caret () and select Approve with Reason.
The Approve button
  • To deny a request: click the Deny button.
    • If you want to provide a reason to the employee for the denial, click on the caret () and select Deny with Reason.
The Deny button
  • To edit a request: click the Edit Time Off button.
    • Saving an edited request does not approve or deny the original request. Once an edit has been made, you must still approve or deny the request.
    • The Edit Time Off window will also include the ApproveDeny, and History options.
The Edit Time Off button and window
  • To view that staff member's time off history, click on the History button. This will show all time off events submitted by that staff member, including:
    • The date and time each time off event was submitted
    • Each time off event's From and To dates & times
    • The category of each time off event
    • Notes submitted with each event
    • Whether each time off event was approved, by whom, and the reason it was approved/denied
The History button and window

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