Approving / Rejecting Leaves

When an employee submits a leave application, it waits for a decision from an admin or manager before it is treated as approved time off. This article explains where pending leave requests live in PMSuite, how to review them, and what happens once you approve or reject one.

Who can use it

Users whose role grants access to the Leaves module. Access is controlled in Settings → Roles & Permissions, so what you can see and act on depends on the permissions attached to your role. Company admins have full access by default.

Prerequisites

The Leaves module must be enabled for your company in Settings → Module Settings.
At least one leave application must have been submitted and still be awaiting a decision.
Leave types must be configured in Settings → Leaves Settings. PMSuite ships with Casual (10 days/year, 2/month, paid), Sick (8 days/year, 3/month, paid), PTO/Earned (15 days/year, 5/month, paid) and Unpaid (0 days allotted, 30/month) — all editable per company.

How to Access

Leaves list: /account/leaves (sidebar → HR → Leaves).
Dashboard: the main dashboard shows a Pending Leaves metric, which is a quick way to see whether anything is waiting on you.
Leave quota reference: /account/leave-report/leave-quota.
Per-employee history: open the employee record under /account/employees and use its Leaves and Leaves Quota tabs.

How to review and decide

Step 1 — Open the Leaves list

Go to /account/leaves. The list shows submitted leave applications with the employee, leave type, dates and current status. Use the list's filters to narrow down to the requests you still need to act on.

Step 2 — Review the request

Open the leave application to read the details the employee submitted, including the leave type, the dates requested and the reason.

Before deciding, it is worth checking two things:

Remaining allowance — open /account/leave-report/leave-quota, or the employee's Leaves Quota tab, to see how the request sits against the annual allotment and monthly limit configured for that leave type.
Team coverage — the employee's Leaves tab and the Leave Report help you see who else is already off in the same period.

Step 3 — Approve or reject

From the leave application, apply your decision. The application moves out of the pending state and its status on the Leaves list updates to reflect what you chose.

When rejecting, record the reason in the application so the employee understands the decision and can re-apply with different dates rather than guessing.

Effect on other features

Leaves list and reports — the decision is reflected in the status shown on /account/leaves and in the Leave Report, and on the employee's Leaves tab.
Dashboard — the Pending Leaves metric only counts applications that are still awaiting a decision, so it drops once you act.
Notifications — Leave Application is one of the event types you can configure in Settings → Notification Settings, so leave activity can be delivered as a notification rather than being missed in the list.
Slack — if your company has connected a Slack incoming webhook (Settings → Notification Settings → Slack tab), leave events can be included in the per-event checkbox list so they land in a Slack channel. This is one-way: PMSuite → Slack.
Google Calendar — Leaves are one of the object types PMSuite can push to Google Calendar when Google Calendar Settings are configured and verified. The sync is one-way, PMSuite → Google Calendar; items created in Google Calendar do not appear in PMSuite.

Limitations

No documented bulk approve/reject. Decisions are recorded per application. Workaround: filter the Leaves list (for example by leave type or date range) so the requests you want to process appear together, and work through them in one pass.
Leave types cannot be hard-deleted, so a retired type can still appear on historical applications. Workaround: archive the type in Settings → Leaves Settings → Archived Types — it stops being offered on new applications while existing records stay intact.
What you can approve depends on your role. If leave requests you expect are missing, that is a permissions boundary, not missing data. Workaround: ask a company admin to review your role in Settings → Roles & Permissions.

Troubleshooting

I can't see the Leaves menu at all. Check that the Leaves module is switched on in Settings → Module Settings, then check your role in Settings → Roles & Permissions.

The Pending Leaves count on the dashboard doesn't match the list. The dashboard metric counts applications still awaiting a decision; make sure the Leaves list isn't filtered to a narrower status, date range or employee.

Nobody is being notified about leave requests. Open Settings → Notification Settings and confirm the Leave Application event is enabled for the channel you expect. For Slack specifically, the Slack tab needs Status enabled, a valid Slack incoming-webhook URL saved, and the relevant leave checkboxes ticked — use Send Test Notification to confirm the webhook works.

A leave type or allowance looks wrong on the request. Allowances and monthly limits come from Settings → Leaves Settings, not from the individual application. Correct them there.

Applying For Leave Leave Calendar