Approve, decline or unauthorise leave requests in Humanforce WFM

Follow this guide to find, review, approve, decline, or unauthorise employee leave requests in Humanforce WFM (Web).

Part 1: Find and review leave requests

1. Go to Management > Availability > Leave Approvals.
   The page displays leave requests based on your current filters.
2. Choose the request status you want to review:
   • Unprocessed
   • Processed
3. Apply filters to narrow the list by Location, Department, Role, Employee, Leave Type, or Pay Company.
4. Choose the viewing mode:
   • Show All to list all upcoming leave
   • Show By Month to review leave one month at a time
5. Review the request details displayed in the grid, including:
   • Employee name
   • Leave type
   • Leave balance
   • Hours requested
   • Leave dates
   • Request details (submitted by and when)
   • Employee comments
   • Attachments (if enabled)

You can now clearly see all relevant leave requests that require review or action.

Part 2: Customise how leave requests are displayed

1. (Optional) Turn on Consolidated View to group consecutive days of leave into a single row.
2. (Optional) Turn on Include requests in the past to display earlier submissions.
3. Open the Settings cog and adjust your preferred defaults, including:
   • Default view (Show All or Show By Month)
   • Location and Department default filters
   • Whether LDR filtering is by employee or by leave request
   • Display employee name as full name or roster name
   • Employee default filter (all employees or reporting to me only)
4. Review the Availability for [X Locations], [X Departments] grid at the bottom of the page to understand how many employees are on leave, unavailable, or have outstanding requests.
   These values reflect the filters set at the top of the page.

Your Leave Approvals screen now displays information in the format you prefer, allowing you to manage requests more efficiently.

Part 3: Approve or decline leave

1. Select the Unprocessed tab.
2. In the action columns, select Approve or Decline for each request you want to action.
3. Select Apply.
4. A confirmation window appears with the following details:
   • Shifts will be created for approved leave using the employee’s default location, department, role, shift and default hours.
   • The employee will become unavailable for the approved leave period.
5. If the employee has rostered shifts that overlap with the leave dates, and your access level allows it, you will be prompted to choose one of:
   • Remove employee(s) from roster(s) with overlapping times
   • Do not remove employee(s) from roster(s)
6. You may add a comment for the employee (for example, when declining).
7. Select Confirm to complete the action.

The selected leave requests are approved or declined, the employee receives a notification (if enabled), and approved requests move to the Processed tab.

Part 4: Unauthorise or delete processed leave

1. Select the Processed tab.
   The grid updates to show previously approved leave.
2. Choose one of the available actions:
   • Unauthorise to reopen the leave request so it can be updated.
     Note: Declined leave cannot be unauthorised and can only be deleted.
   • Delete to remove the leave request entirely. Deleting automatically unauthorises it.
3. Select Apply, then review the confirmation window.
4. (Optional) Add a comment to notify the employee.
5. Select Confirm.
6. If the leave date is in the past, a warning may appear noting that changing processed leave can affect accruals or reporting.

The selected leave request is successfully unauthorised or deleted, and the employee can make changes or resubmit if required.

Additional information

• Managers can also add leave on behalf of employees using the Add button on the Leave Approvals page or through Management > Availability > Employee Leave/Availability. For instructions, see Add or update employee leave in Humanforce WFM.
• Attachments (such as medical certificates) appear in the Attachment(s) column when enabled for your organisation.
• Access-level permissions control which actions you can perform. If a function is unavailable (for example, removing employees from rostered shifts), contact your Humanforce Administrator.
• To help employees submit their own leave, see Request, edit or cancel leave in the Humanforce WFM (Web) or Request, edit or cancel leave in the Humanforce mobile app (Work & Legacy).