Time off requests

Use the Time off requests page to review and respond to your team’s time off requests. You can also get an email when new requests come in, edit requests before you approve them, have requests that follow your rules approved automatically, and export what’s changed.

To open it, go to Schedule > Time off.

Note: To request time off yourself, see Request time off

Find requests

The Time off requests page lists pending, approved, denied, and canceled requests. Pending requests are shown first.

• To change the layout, select Cards, List, or Calendar.
• To narrow the list, use Search people…, Status, Event type, and the date filter. The date filter can match the date a request was made (Date requested) or the dates off (Date of time off).
• If you use an HR integration, Sync status shows whether requests synced.

You can also open a request from its notification email.

Get notified about new requests

Each time off request is emailed to its recipients:

• Permanent recipients: people who can approve all time off requests and have turned on time off notifications. They’re added to every request in the scope they chose.
• People the requester adds: the requester can add anyone else in Send request to. Every request must go to at least one person.

Recipients who can approve get a link to approve or deny the request. Recipients who can only view requests get a link to view it.

To be added to requests automatically as a permanent recipient:

1. Go to Configure > My settings. The Profile tab opens.
2. Under Notifications, select Notify me when an agent submits a time off request.
3. Under Notify me about requests from, choose All agents, or Agents on my teams to get only requests from agents on the teams you’re assigned to.
4. Select Save changes.

If you’re a permanent recipient for someone’s requests, your name doesn’t appear in their Send request to list, because you’re included anyway. Agents outside your teams can still send a request to you directly.

Assembled sends time off notifications by email. To post them to a Slack channel, see Notifications.

What notification emails include

• The requester’s name
• The date or time range they want off
• The request type, such as PTO, sick leave, or jury duty
• The reason, if they gave one
• Whether the request meets your time off rules
• A link to approve or deny the request in Assembled

Approve or deny a request

Anyone whose role has Time off requests set to Can approve, deny, edit, and cancel all agents’ time off requests can approve or deny any request, whether or not it was sent to them.

1. Open the request from its notification email, or find it on the Time off requests page.
2. Select Approve or Deny.
3. If you’re denying it, enter a Reason for denying request, then select Deny request. A reason is required, and the requester sees it.

When you approve a request, the time off is added to the requester’s schedule straight away, and they get an email confirming it. When you deny one, they get an email with your reason, and their schedule doesn’t change.

To act on several requests at once, select them and choose Approve selected or Deny selected.

Edit a request

You can change a pending request before you approve or deny it, for example to adjust the dates.

1. Find the request. Select Manage, then Edit request. If you can edit the request but not cancel it, Edit request appears as its own button.
2. In Edit time off request, change the dates or times, type, reason, or duration.
3. Save your changes. You can then approve or deny the request.

The requester gets an email that their request was updated. Only pending requests can be edited.

Keep in mind: Depending on your company’s settings, you can only edit a request if the requester selected Allow your manager to edit this time off request before approving when they submitted it.

Set up automatic approvals

Automatic approvals approve time off requests that follow all your time off rules, so your team gets answers faster. Requests that don’t qualify are sent for manual review as usual.

Important: Set up your time off rules before you turn on automatic approvals. If there are no rules in place, every future request from people with auto-approvals is approved automatically.

1. Set up shift patterns for everyone who should have automatic approvals. A request outside someone’s shift pattern goes to manual review.
2. Create time off rules for the kinds of requests that can be approved automatically.
3. Go to Manage team > Roles and permissions and choose the role to update.
4. On the Schedule tab, under Time off, set Time off auto-approvals to Can have time off requests auto-approved.
5. Select Save changes.

From then on, when someone with that role submits a request that follows all your time off rules, it’s approved automatically. A request that breaks a rule set to block submission can’t be submitted at all.

If you get time off notifications, or the requester chose you in Send request to, you get an email when a request is auto-approved. To review auto-approved requests later, go to the Time off requests page and, under Status, choose Auto-approved.

Turn off automatic approvals for one person

Automatic approvals are set by role. To stop them for one person, give them a role that doesn’t have them:

1. Go to Manage team > People management and select the person.
2. In Role, choose a role where Time off auto-approvals is set to Cannot have time off requests auto-approved.
3. Select Save changes.

To create or change a role first, see Roles and permissions.

Export time off

From the Time off requests page, open More time off actions, then choose an export:

For the audit log, choose the date range in Export audit log, then select Export audit log. The CSV file downloads to your computer.

To get time off requests into another system, you can also use the Assembled API.

Add time off for someone else

There’s no form for requesting time off on someone else’s behalf. Instead:

• For many people at once: open More time off actions and select Upload time off to create requests from a CSV file.
• For one person: if you can edit their schedule, add a time off event directly on the Staffing timeline.