How to Request and Manage Time Off
Time off has two connected workflows in ShiftFlow. Team members submit requests and track their status. Managers review those requests and can also add, edit, or delete time off for the people they manage.
| Role | Available actions |
|---|---|
| Team member | Request time off, view its status, and withdraw a pending request |
| Manager | Approve or reject requests, add time off directly, and edit or delete time off |
Team members: Request time off
Step 1: Open My Time Off
Tap More in the bottom navigation, then tap My Time Off.
Step 2: Start a request
Tap Request on the My Time Off screen.
Step 3: Enter the request details
Select a reason. Each reason shows whether the time off is paid or unpaid. Then choose one of these duration options:
- Turn on Multiple Days and select a date range for one or more full days.
- Turn off Multiple Days and select a date, start time, and end time for a specific period.
Add notes or photos when the Manager needs more context or documentation.
Step 4: Save the request
Tap Save. The request appears in My Time Off with a Pending status until a Manager approves or rejects it.
Team members: Check status or withdraw a request
Open My Time Off to review current requests. Turn off Current Only when you need to find an older request.
A team member cannot edit or permanently delete a submitted request. While a request is still Pending, tap Withdraw and confirm to cancel it. Approved or rejected requests remain in the history for reference.
Managers: Review and approve requests
Step 1: Open Time Off Requests
Tap More, then select Time Off Requests under Team Management. A badge may show how many requests need review.
Step 2: Review the request
Use Current Only to focus on active requests. Review the team member, paid or unpaid reason, dates or exact times, notes, and attached photos. Tap the request when you need the full details.
Step 3: Approve or reject
Tap Approve to add the requested time off to the team member’s records, schedule, and timesheet. Tap Reject when the request should not be granted. The team member can see the updated status in My Time Off.
Managers: Add time off directly
From Time Off Requests, tap Add. Select one or more team members, choose the paid or unpaid reason, and enter either a multiple-day date range or an exact time range. Add notes or photos if needed, then tap Save.
Manager-created time off is entered directly and does not wait for the team member to submit a request or for another approval.
Managers: Edit time off
Open a time off entry and tap Edit. A Manager can change the reason, date range or exact times, notes, and photos. Tap Save to update the record, then verify the affected schedule and timesheet.
Managers: Delete time off
Open the time off entry and tap Delete, then confirm the warning. Deletion permanently removes the entry and cannot be undone. Use Reject for a request that should remain in history as rejected; use Delete only when the time off record itself should be removed.
Manage paid and unpaid reasons
The choices team members see come from Account Settings → Time Off Settings. Managers can add, rename, change the paid status of, or remove a reason there. See How to Change Time Off Settings.