Approving Time Off Requests
When an employee submits a time-off request from the Veras mobile app, the request appears on your Dashboard and Time off page for review. You’ll also receive notifications by email, text message, and push notification as soon as the request is submitted.
This guide covers:
Where to find requests
What to review before approving
What happens when you approve or decline
How to add time off on an employee’s behalf
Who Can Approve Time Off
You can approve time-off requests if:
You belong to the same facility or Business Entity as the employee
You are a Business Entity Manager with Direct Reports assigned to you
Where to Find Pending Requests
Navigate to:
Time Off Page -> Requests (waiting on this to get shipped)
or
Dashboard -> Scheduling tasks -> Time off Requests
In the Scheduling Tasks widget, locate the Time Off Requests section.
Each request displays key information to help you quickly review and make a decision, including:
Employee name and photo
Requested date or date range
Time-off policy being used (PTO, Sick, Bereavement, etc.)
Total requested hours
Hours breakdown by day
Current balance and projected balance after approval
Request submission date and time
Any scheduled shifts that fall within the requested date range
Quick action buttons:
Approve ✓
Reject ✗
The newest requests appear first.
If you have many requests, click View All to open the expanded request list and detailed review modal.
Tip: Reviewing scheduled shifts and projected balances before approving can help prevent coverage gaps and unexpected negative balances.
Reviewing a Request
Click a request to open the detailed review screen.
Before making a decision, review the following:
Dates and Hours
Verify the requested dates and total hours are correct and align with facility policies.
Time-Off Type
Confirm the correct policy was selected (PTO, Sick, Bereavement, etc.).
Scheduled Shifts
If the employee already has scheduled shifts during the requested time:
Veras will display those shifts on the request
Approving the request will automatically move those shifts to Open Shifts
Be sure staffing coverage can be maintained before approving large blocks of time off.
Employee Notes
Review any notes or context provided by the employee.
Balance Information
If balances are displayed, verify the employee has enough available hours.
Most balance validation happens automatically during submission, so requests reaching approval are typically already valid.
Approving a Request
To approve:
Click Approve from either:
The dashboard quick-action buttons, or
The detailed request view
What Happens After Approval
The request status changes to Approved
The employee is notified by:
Push notification
Email
Text message
Scheduled shifts during the request window move to Open Shifts
Time off appears on the employee’s schedule
Declining a Request
To decline:
Click Reject from either:
The dashboard quick-action buttons, or
The detailed request view
What Happens After Declining
The request status changes to Declined
The employee is notified immediately
Existing scheduled shifts remain assigned to the employee
Declining does not currently require a reason in the app. If additional explanation is needed, contact the employee directly.
Adding Time Off for an Employee
Managers and schedulers can create time-off requests on behalf of employees.
This is useful when:
Self-service requests are disabled
The employee does not use the mobile app
The employee requests time off in person
To Add Time Off
Open the Time off page
Select Add time off in the top-right
Select:
The employee
Leave type (sick leave, PTO, etc.)
A date or range of dates for the request
If necessary, you can select Customize each day to manually choose how many hours the employee is taking for each day within the selected range.
Any notes for the request
Click Add request to save.
When inputting the details for the request, you'll see a breakdown of how many hours of the selected leave type the employee has available, as well as the number of hours that will be remaining after the request is added.
Time off added by an admin is automatically approved and does not require additional review or approval.
Notifications
Managers receive notifications immediately after an employee submits a request.
Push Notifications
A mobile notification showing:
Employee name
Requested dates
Tapping the notification opens the Scheduling Dashboard.
Email Notifications
Email includes:
Employee information
Requested dates
Direct link to the request
Text Messages (SMS)
Short notification with a link to open the app.
If you are not receiving notifications:
Check your notification preferences
Verify your permissions are assigned correctly
Confirm you belong to the correct facility
Need Help?
If you have questions about time-off approvals or run into issues reviewing requests, please contact the Veras Support team for assistance.