Once an employee submits an absence request, it enters a structured approval chain.
Standard Approval Flow
First Approver Notified
The initial reviewer receives a notification and can approve or decline.
Sequential Approval (if configured)
If there are multiple approvers, each will be notified in order only after the previous one approves.
Final Decision
Once the last approver gives their decision:
If approved, the employee is notified, and the absence becomes active.
If declined, the employee is notified with a reason (optional), and the absence is not recorded.
Manager/HR Actions
Approve or Decline
Standard decisions with optional comments.
Recall Absence
For active absences, HR or managers can recall an absence mid-period for business-critical needs.
View History & Status
Managers can track the full history of a request, including submission time, decision timestamps, and recall actions.
Summary Table of Scenarios
Scenario | Who Can Act | Result |
Employee submits request → Approved | Approvers | Absence is active |
Employee submits request → Declined | Approvers | Request closed, not added to calendar |
Employee cancels request before decision | Employee | Request withdrawn |
Employee recalls approved request before start | Employee | Request cancelled, calendar updated |
Manager/HR recalls absence during absence period | HR / Manager | Absence ended early, employee notified |
Employee recalls own absence during period and returns to work early | Employee | Absence ends early, system reflects availability |
Summary Table of Absence Scenarios and Impact on Leave Balance
Scenario | Who Can Act | Result | Impact on Remaining Leave Days |
✅ Employee submits request → Approved | Approvers | Absence becomes active | Days are deducted once the absence is approved |
❌ Employee submits request → Declined | Approvers | Request is closed, not added to calendar | No change — days remain fully available |
🔁 Employee cancels request before approval/decline | Employee | Request withdrawn, no further action | No change — full allowance is preserved |
🔙 Employee recalls approved request before start date | Employee | Absence is cancelled, calendar updated | Days are returned to the employee's balance |
🕒 HR/Manager recalls active absence during leave period | HR / Manager | Absence ends early, calendar updated | Remaining unused days from the recall point are restored |
🔄 Employee recalls own absence during leave period (returns early) | Employee | Absence ends early, availability updated | Remaining unused days from the recall point are restored |