Reviewing a Time Off Request from the Calendar
Overview
When a team member submits a time off request, you can review and act on it directly from the Resource Calendar. Opening the request from the calendar lets you see it in the context of the person's full schedule — their project assignments, other time off, and available days for that month.
This article covers how to open a leave request from the calendar, how to approve or deny it, and how to adjust the dates if needed.
For how the calendar panel works and how to navigate it, see → The Resource Calendar. For the employee-facing flow of submitting a request, see → Reviewing and Approving Time Off Requests.
--[Image: Leave request popup showing the employee info, affected projects selector, time off type, and Approve/Deny radio buttons]--
How to Open a Leave Request
There are two ways to open a time off request from the calendar:
- Click a day with an orange dot — orange dots indicate pending time off. Clicking that day on the calendar grid opens the leave request popup for that request.
- Click a request in the Time Off Requests list — the list at the bottom of the calendar panel shows all requests for the month. Click any entry to open the popup.
Reviewing the Request
The leave request popup shows the employee's information and the details they submitted:
| Field | What it shows |
|---|---|
| Employee | The person's name and role |
| Reason | The reason they selected when submitting (e.g., Vacation, Sick Leave) |
| Start Date / End Date | The dates they requested |
| Comment | Any note the employee added when submitting |
If the request overlaps with a holiday, a warning appears at the top of the popup indicating the conflict. Review the calendar grid to see which day is affected before deciding.
Taking Action on a Pending Request
Select the affected projects
A multi-select field shows the projects this person is assigned to during the requested dates. Select all projects that will be impacted by this absence.
- At least one project must be selected — this field is required.
- If the person has no project assignments during the requested period, this field may be empty.
Select the time off type
Choose the category that applies to this request:
- PTO — Paid time off
- Non-PTO — Unpaid or non-accrued time off
- Sick — Illness or medical appointment
- Bereavement — Death in the family or related leave
- Holiday — Company or public holiday
Choose Approve or Deny
Select your decision using the radio buttons.
- If you select Deny, a comment field appears — your reason is required (up to 250 characters) and will be visible to the employee.
Submit
Your decision is saved. The employee receives a notification with the outcome. The calendar dot updates — green for approved, removed for denied.
Adjusting the Request Dates
If the requested dates need to be modified before approving — for example, if the employee asked for too many days or the dates conflict with project needs — you can adjust them from within the popup.
An Edit Dates section appears at the bottom of the popup when date editing is available for this request.
Select the affected projects
Choose which projects are impacted by the adjusted dates — same multi-select as the main form.
Set the new dates
Use the date pickers to select the revised start and end dates.
- Dates are restricted to the same week as the original request — you cannot move the request to a different week.
- End date must be on or after the start date.
Save the date change
The dates are updated on the request. You can then proceed to approve or deny with the corrected dates.
Viewing an Already-Decided Request
If you open a request that has already been approved or denied, the popup shows a read-only summary:
| Field | What it shows |
|---|---|
| Time off type | The type that was assigned when the decision was made |
| Manager comment | The reason provided if the request was denied |
| Status | Approved or Denied |
Approved and denied requests cannot be changed from this view. If a decision needs to be reversed, contact your administrator.
Things to Know
The employee is notified immediately when you submit your decision. They receive a push notification with the outcome — approved or denied — as soon as you click Submit.
Date adjustments are limited to the same week. The Edit Dates section only allows changes within the original request's week. If the request needs to move to a different week entirely, the employee should submit a new request.
Selecting affected projects is required. Even if the person has no active assignments during the requested period, you must confirm the project selection before submitting your decision.