User Guide: Managing Staff Requests

Last updated: January 15, 2026

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Overview

The Requests feature allows managers and supervisors to review, approve, or reject requests submitted by their team members. This centralized queue ensures timely handling of time-off requests, certification submissions, and profile updates.

Key Benefits

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Accessing the Requests Tab

Prerequisites

The Requests tab is only visible to users with:

• Manager permissions
• Supervisor role
• HR administrator access

Navigation

1. Log in to the staff application
2. Click your profile icon in the top navigation
3. Select My Profile
4. Click Requests in the sidebar

Alternatively, navigate directly via URL: /account/profile?tab=requests

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Understanding the Requests Queue

Request Types

Queue Layout

The Requests page displays:

• Sortable data grid with all pending requests
• Filter options by request type
• Search functionality
• Quick action buttons

Column Information

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Reviewing Time-Off Requests

Viewing Request Details

1. Find the time-off request in the queue
2. Click the row or View action
3. The View Request dialog opens with full details:

Considerations Before Approving

Before approving a time-off request, consider:

1. Coverage - Will there be adequate staffing?
2. Conflicts - Does it overlap with other approved time-off?
3. Workload - Are there critical tasks during that period?
4. Notice - Was adequate advance notice provided?
5. Patterns - Is this consistent with policy guidelines?

Approving a Time-Off Request

From the Queue:

1. Locate the request in the list
2. Click the Approve button (checkmark icon)
3. Optionally add approval notes
4. Confirm the approval

From the Detail View:

1. Open the request details
2. Review all information
3. Click Approve
4. Add optional notes
5. Confirm

After Approval:

• Request status changes to Approved
• Requester receives email notification
• Time-off is added to scheduling system
• Requester's availability is automatically blocked

Rejecting a Time-Off Request

Important: A rejection reason is required when denying requests.

From the Queue:

1. Locate the request in the list
2. Click the Reject button (X icon)
3. The Reject Request dialog opens
4. Enter a clear, specific reason for rejection
5. Click Reject Request to confirm

From the Detail View:

1. Open the request details
2. Review all information
3. Click Reject
4. Enter the rejection reason
5. Confirm the rejection

Rejection Reason Best Practices:

• Be specific: "Conflicts with department training on 3/15" rather than "Denied"
• Be constructive: "Please resubmit for the week of 3/22 when coverage is available"
• Be professional: Focus on business needs, not personal judgments

After Rejection:

• Request status changes to Denied
• Requester receives email with your rejection reason
• No changes are made to scheduling
• Requester can submit a new request

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Reviewing Certification Requests

What Certification Requests Include

Staff submit certification requests when they:

• Obtain a new professional license
• Renew an existing certification
• Add training completions

Viewing Certification Details

The certification detail view shows:

Verification Steps

Before approving a certification:

1. View the document - Open the uploaded certificate
2. Verify authenticity - Check it matches known formats
3. Confirm details - Dates, name, and type are accurate
4. Check authority - Issuing organization is legitimate
5. Validate scope - Certification applies to their role

Approving Certifications

1. Open the certification request
2. Click to view the uploaded document
3. Verify all information is accurate
4. Click Approve
5. The certification is added to the staff member's profile

Rejecting Certifications

If a certification cannot be approved:

1. Click Reject
2. Provide a specific reason:
   • "Document is unreadable, please reupload"
   • "Expiration date appears incorrect"
   • "Certificate type does not match selected category"
3. Confirm the rejection

The staff member can address the issue and resubmit.

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Reviewing Profile Update Requests

Types of Profile Updates

Some profile field changes require manager approval:

Approving Profile Updates

1. Review the proposed change
2. Verify the change is authorized
3. Click Approve
4. The profile is automatically updated

Rejecting Profile Updates

1. Click Reject
2. Provide reason: "Department transfer requires HR approval first"
3. Direct staff to appropriate channel

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Reviewing Working Hours Requests

When Staff Request Schedule Changes

Staff may request changes to their working hours for:

• Permanent schedule adjustments
• Temporary schedule modifications
• Adding or removing working days

Approval Considerations

Processing the Request

1. Review proposed schedule changes
2. Compare with current team coverage
3. Approve or reject with clear reasoning
4. If approved, schedule updates immediately

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Managing Your Queue

Filtering Requests

Use filters to focus on specific request types:

1. Click the Filter button
2. Select request type(s):
   • All Requests
   • Time-Off Only
   • Certifications Only
   • Profile Updates Only
   • Working Hours Only
3. Apply filter

Sorting Requests

Click column headers to sort by:

• Submitted date (oldest/newest first)
• Requester name (alphabetical)
• Request type
• Status

Searching Requests

Use the search bar to find specific requests:

• Search by requester name
• Search by date
• Search by category

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Request Status Reference

Status Definitions

Status Flow

Submitted → Pending → [Your Action]
                 ↓           ↓
              Approved    Denied

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Notifications

When You'll Be Notified

Notification Settings

Check your notification preferences to ensure you receive:

• New request alerts
• Pending request reminders
• Summary of unreviewed requests

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Best Practices

For Timely Review

1. Check daily - Review your queue at least once per day
2. Prioritize by date - Address near-term requests first
3. Set expectations - Let your team know typical response times
4. Delegate if needed - Ensure coverage when you're unavailable

For Clear Communication

1. Always explain rejections - Staff deserve to understand why
2. Offer alternatives - Suggest different dates or approaches
3. Be consistent - Apply the same standards to all requests
4. Document decisions - Use the notes field for context

For Team Management

1. Monitor patterns - Track time-off trends and coverage gaps
2. Plan ahead - Encourage advance requests for vacations
3. Coordinate coverage - Consider team-wide availability
4. Support compliance - Ensure certifications stay current

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Troubleshooting

Q: I don't see the Requests tab in my profile. A: The Requests tab is only visible to users with manager or supervisor permissions. Contact your administrator if you should have this access.

Q: A request disappeared from my queue. A: The requester may have cancelled it. Check the status filter to view all requests including cancelled ones.

Q: I accidentally approved a request. Can I reverse it? A: Contact your system administrator. Approved requests may need manual adjustment in the scheduling system.

Q: I rejected a request but need to change my decision. A: You cannot change a rejection. Ask the staff member to submit a new request, and approve that one.

Q: How do I see requests from a specific team member? A: Use the search bar to filter by requester name, or sort by the Requester column.

Q: Why can't I see some team members' requests? A: You may only have approval authority for direct reports. Cross-department requests may go to different managers.

Q: Requests are piling up and I'm overwhelmed. A: Consider delegating approval authority to a trusted team lead, or ask your administrator about bulk actions.

Q: How far back can I see historical requests? A: The system typically retains request history for the current year plus previous year. Contact your administrator for older records.

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Related Features

• Staff Profile Guide - Complete profile management
• Time-Off Request Guide - Staff view of time-off
• Certification Management - Admin certification setup
• Calendar Permissions - Scheduling access control

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Technical Notes

Component Location:

• Requests Tab: /apps/govt-assist-host/src/pages/Profile/components/Requests/
• View Dialog: /pages/Profile/components/Requests/components/ViewRequestDialog/
• Reject Dialog: /pages/Profile/components/Requests/components/RejectRequestDialog/

API Endpoint:

GET_UPDATE_REQUEST_API - Fetches pending requests for manager review

Request Actions:

// Approve request
handleApproveRequest(requestId, notes?)

// Reject request (reason required)
handleRejectRequest(requestId, reason)

Data Grid Configuration:

• Server-side pagination
• Page size: 10 items
• Tanstack Query key: ['requests-list']

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For additional assistance, contact your System Administrator.