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Review Employee leave requests (Approve or reject)

Updated

Audience

This guide is for people managers and supervisors who use Roubler to review employee leave requests and need to approve or decline (reject) those requests from the manager view.

Description

Employees submit leave requests in Roubler via the Leave & Availability area (web or mobile). These requests appear to managers as Pending items on:

  • The Leaves screen (management view), and

  • The employee’s Leave & Availability tab in their profile.

As a manager, you:

  • Review the dates, times, leave type, balance, attached documents and notes.
  • Decide whether to Approve or Decline.

  • Optionally create or edit leave on behalf of employees, following your internal policy.

Steps

1. Before you review leave

Make sure you:

  • Understand your organisation’s leave policy (what each leave type is for, notice periods, documentation requirements).
  • Have a manager permission group that allows you to view employees at your locations and approve their leave.

  • Can open an employee’s Leave & Availability page to see balances and history.

2. Open pending leave requests (Leaves screen)

  1. Log in to Roubler web.

  2. Go to Leave (Leave Management) from the main menu.
     

  3. Use filters to show Pending / Submitted requests for your team or location.
     

You’ll see a list of requests with:

  • Employee name.
  • Leave type.
  • Start and end dates.

  • Current status (Pending, Approved, Declined, Cancelled).

3. Review a request

From the Leaves list:

  1. Click the Pending request to open details.

  2. Review:

    • Dates and times (full day vs part-day).
    • Leave type is appropriate for the situation.
    • Balance (if shown) is sufficient.

    • Any notes or attachments (e.g. medical certificates).
       

  3. If needed, cross-check coverage on the Roster and team availability before deciding.

4. Approve or decline (reject) the request

While viewing the request:

  • To Approve:
    1. Click Approve.
    2. Or Bulk Approve:
      1. Tick the relevant Leave requests
      2. Click on the ... then clock approve
  •  
  1. The status changes to Approved; the request will appear on rosters/timesheets as configured.
  • To Decline (reject):
    1. Click Decline.
    2. Add a brief reason if required (e.g. insufficient balance, black-out period).
    3. The status becomes Declined and the employee can see this outcome.

You may also see Cancelled if you or the employee withdraw the request later.

5. Approve or create leave from an employee profile (optional)

For a single employee:

  1. Go to Employees, open their profile.

  2. Click Leave & Availability to see balances and all requests.

  3. Open a Pending request and approve/decline as above.

To create leave on their behalf (for example, if they phoned in sick):

  1. From the Leave screen or Leave & Availability, choose Add / New leave.

  2. Select leave type, dates/times, and add notes.
     

  3. Save the request, usually as Approved, in line with your policy.
     

Troubleshooting

1. “I can’t see or approve leave for an employee I manage.”

Often a permissions or location issue:

  • Managers can usually approve leave only for employees whose primary location matches a location where they have manager-level access.

Checks:

  • In the employee profile:
    • Confirm Primary Location and any extra location access.
  • In your profile/permissions:
    • Confirm you have a manager permission group at that location.

If not, ask HR/Payroll or your internal Roubler administrator to adjust locations/permissions.

2. “My employee can’t see or select a leave type, but I can.”

Likely causes:

  • Their leave allowance template does not include that leave type.
  • The leave type is only configured for a different employee group.

Manager actions:

  • Confirm which leave type they need and why.
  • Check with HR/Payroll whether it should be available to that employee.
  • If instructed, you can record the request manually, but changes to templates must be handled centrally.

3. “The employee’s leave balance looks wrong or goes negative.”

Balances come from:

  • Accrual rules and templates.

  • Any manual balance adjustments by HR/Payroll.

Manager checks:

  • Confirm the as-at date (current vs future).
  • Review recent leave approvals/cancellations in their history.

If still incorrect, escalate to Payroll/HR; do not adjust balances yourself unless authorised.

4. “Approved leave isn’t appearing on the roster.”

Checks:

  • In Roster:
    • Ensure the Leave filter is turned on.
    • Confirm you’re viewing the correct location and date range.
  • In Leave / employee profile:
    • Confirm the request is Approved, not Pending/Declined.

If a shift exists but leave doesn’t overlay, use Convert to leave on the rostered shift and, if issues remain, capture screenshots and raise internally.

5. “Leave is Approved in Roubler but not appearing correctly in payroll.”

Common causes:

  • Integration with the payroll engine hasn’t synced yet.
  • Employee mapping or leave category mapping is wrong.
  • Approval happened after payroll cut-off.

Manager actions:

  • Confirm the leave is Approved, with correct type and hours/units.
  • Ask Payroll/HR to check the pay run/export and employee mapping, providing dates, employee ID and screenshots.

Who to contact for help

If you still need help approving or rejecting leave after this guide, use internal channels only:

HR / Payroll team

Contact HR/Payroll for:

  • Questions about entitlements, balances and templates.
  • How specific leave scenarios should be handled or paid.
  • Issues where approved leave does not match what appears in payroll.

Internal Roubler/system administrator or IT/support

Contact your internal Roubler/IT team for:

  • Problems with Leave screens, permissions or visibility.
  • Behaviour of leave on rosters or timesheets that doesn’t match configuration.

They will investigate and, if needed, escalate to the external vendor on your organisation’s behalf.