How to Approve Time Off Requests - A Manager's Resource

Overview

This guide walks through the types of notifications that a Manager will receive for Time Off Requests from their Direct Reports.

Types of Notifications

When an employee submits a Request for Time Off, an automation is triggered which sends two forms of notification regarding this request to the Manager of Record.  These forms of communication are Email and Microsoft Teams Approvals

Microsoft Teams Approvals

A standard Microsoft Teams Notification pop-up will appear on your screen and you can either directly access the Approval by clicking on the notification or by opening Microsoft Teams and click the Notifications Icon:

Which will open up the Activities Feed pane:

Which will launch the Approval where a manager may Approve or Deny a request:

Email Notification

If a manager chooses to utilize the email notification for a submitted Time Off Request, the manager receives an email in their inbox from Microsoft Flow

This email is formatted as shown in the example below:

The Manager may select Approved or Denied, and enter a comment.

Approval Actions

If a request is Approved:

• An email is sent to KPSOM Timekeeping with the relevant information necessary to fulfill employee record keeping
• A Notification Email is sent to the Requestor informing them that their Request for Time Off has been approved (If applicable, any comments provided by the Manager will also be relayed)
• An Event will be placed on the Requestor's calendar for the date/time(s) of the request and an invitation is sent to the requestor's Manager of Record

If a request is Denied:

• A Notification Email is sent to the Requestor informing them that their Request for Time Off has been Denied and the comments provided by the Manager will be communicated exactly as written

Example Notification Email:

Reviewed/Revised: 9/14/2023