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Give HR approval for leave

Give final approval to leave requests that supervisors have already approved, or reject them.

For hrUpdated 4 Nov 2026

Before you start

  • Set up leaveLeave types, balances and the approval route must be set up before requests arrive.
  • Set up employees and supervisorsRequests reach HR only after the employee's supervisor (their Reporting To person) has approved them.
In this article
  1. Steps
  2. What happens next
  3. What employees and managers see

Every leave request needs two approvals: the employee's supervisor first, then HR. This page is the HR step. Your decision completes the request: approving it takes the days off the employee's balance and emails them.

You need a role with company-wide leave approval rights, such as HR-Admin or Super User. A supervisor without those rights can't give HR approval, even for their own team.

Steps

  1. Open HR › Leave › HR Final Approvals

    In the menu on the left, select HR, then Leave, then HR Final Approvals. You can also use Approvals in the left rail and open HR leave approvals.

    1. Narrow the list by leave type and emergency, and sort it (Most urgent first puts the soonest start dates first).
    2. Each card is one request: the employee, leave type, dates and days, their reason and when they applied. EMERGENCY marks requests the employee flagged as urgent.
    3. Reject ends the request.
    4. Final approval opens the approval window.

    The figures at the top show how many requests are waiting, how many start within 3 days, how many are emergencies and how many leave types are involved. Export downloads the queue as an Excel file. Select Details on a card to see the supervisor's comment, the relief officer and any attachment.

  2. Approve or reject

    Select Final approval.

    1. What happens: the leave is confirmed, the days are deducted from the employee's balance and the employee is emailed.
    2. Comment: optional. The employee sees it.
    3. Approve finally completes the request.

    To turn a request down, select Reject instead, enter the Reason for rejecting (required; the employee sees it) and select Reject request. The held days go back to the employee's balance.

What happens next

  • The employee sees the request as Approved in Track your leave, and their balance goes down.
  • If the employee is a supervisor, any of their team's requests still waiting for them move to their secondary supervisor while they're away.
  • An approved leave can still be cancelled before it starts. The days then go back to the balance. See Manage leave requests.

What employees and managers see

  • Employees get an email and a notification when you approve or reject. Until then their request shows With HR: see Track your leave.
  • Supervisors see the request leave their queue once they approve it: see Approve leave.