User Guide: Time-Off Requests

Last updated: January 15, 2026

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Overview

The Time-Off Request feature allows staff members to submit, track, and manage requests for time away from work. Requests are routed to your manager for approval, and the system automatically updates your availability in scheduling systems.

Key Benefits

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Accessing Time-Off

Navigation

1. Log in to the staff application
2. Click your profile icon in the top navigation
3. Select My Profile
4. Click Time-Off in the sidebar (or use the tab)

Alternatively, navigate directly via URL: /account/profile?tab=time-off

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Submitting a Time-Off Request

Step 1: Open the Request Form

1. Navigate to My Profile → Time-Off
2. Click the Request Time-Off button

Step 2: Select Duration Type

Choose the appropriate duration:

Step 3: Select Dates

For Partial Day:

• Select a single Date using the date picker

For Full Day:

• Select a Date Range (start and end dates)
• Both dates are inclusive

Step 4: Choose Category

Select the type of time-off:

Step 5: Set Times (Partial Day Only)

If you selected Partial Day:

1. Set Start Time - When you'll be unavailable
2. Set End Time - When you'll return

Example scenarios:

• Morning appointment: 8:00 AM - 11:00 AM
• Afternoon off: 1:00 PM - 5:00 PM
• Leaving early: 3:00 PM - 5:00 PM

Step 6: Add Reason (Optional)

Provide context for your request:

• Brief explanation of why you need time off
• This helps your manager make informed decisions
• Not required but recommended for longer absences

Step 7: Submit

1. Review all entered information
2. Click Save Time-Off to submit
3. You'll receive confirmation that your request was submitted
4. Status changes to Pending

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Request Status Lifecycle

Status Flow

Submitted → Pending → Approved/Denied
                ↓
           [You can Edit/Cancel]

Status Definitions

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Viewing Your Time-Off History

History List

The Time-Off page displays all your requests:

• Chronologically sorted (newest first)
• Filterable by status
• Searchable by date or category

Information Displayed

Viewing Details

Click on any request to see:

• Full request details
• Submission date and time
• Manager who reviewed (if applicable)
• Approval/denial notes
• Any attached documents

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Managing Your Requests

Editing a Pending Request

While your request is still Pending:

1. Find the request in your Time-Off list
2. Click the three-dot menu (⋮) on the right
3. Select Edit
4. The request form opens with current values
5. Make your changes
6. Click Update Time-Off

What you can change:

• Dates
• Duration type
• Times (for partial day)
• Category
• Reason

Cancelling a Request

To cancel a Pending request:

1. Find the request in your list
2. Click the three-dot menu (⋮)
3. Select Cancel or Delete
4. Confirm the cancellation
5. Status changes to Cancelled

Note: You cannot cancel already-approved time-off through self-service. Contact your manager directly.

Resubmitting After Denial

If your request was denied:

1. Review the denial reason provided
2. Address any concerns raised
3. Submit a new request with adjusted dates or details
4. Consider discussing with your manager first

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Request Approval Process

What Happens After You Submit

1. Notification Sent - Your manager receives an alert
2. Review Queue - Request appears in manager's Requests tab
3. Manager Reviews - Manager examines dates, coverage, reason
4. Decision Made - Manager approves or denies
5. You're Notified - Email and in-app notification of decision

Typical Review Timeframes

Following Up

If your request has been pending for several days:

• Check with your direct supervisor
• Send a follow-up email
• The manager may have missed the notification

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Impact on Scheduling

When Time-Off is Approved

• Your working hours are automatically blocked
• You won't receive new inspection assignments
• Existing assignments may need reassignment
• Calendar shows you as unavailable

Partial Day Impact

For partial-day time-off:

• Only specified hours are blocked
• Assignments outside those hours continue
• Morning or afternoon slots remain available

Planning Considerations

• Submit early - Allow time for coverage planning
• Check schedules - Avoid critical periods if possible
• Communicate - Inform colleagues of your absence
• Prepare handoff - Document pending work

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Time-Off Policies

General Guidelines

• Submit requests as early as possible
• Provide complete and accurate information
• Follow your organization's leave policies
• Maintain reasonable request patterns

Common Policy Considerations

Note: Specific policies vary by organization. Check with your HR department.

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Notifications

When You'll Be Notified

Email Notifications

Emails include:

• Request details
• Decision (approved/denied)
• Manager notes (if any)
• Link to view in system

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Best Practices

For Staff Members

1. Plan ahead - Submit vacation requests early
2. Be specific - Provide accurate dates and times
3. Include context - Brief reason helps approval
4. Check coverage - Consider team impact
5. Confirm receipt - Verify manager received request

For Inspectors

1. Review assignments - Check pending inspections before requesting
2. Avoid critical dates - Consider scheduled inspections
3. Handoff work - Ensure coverage for urgent items
4. Update availability - Sync with your working hours

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Troubleshooting

Q: My request has been pending for over a week. A: Contact your manager directly. They may have missed the notification or need additional information.

Q: I need to change an already-approved time-off. A: You cannot edit approved requests through self-service. Contact your manager to discuss modifications.

Q: I submitted the wrong dates. How do I fix it? A: If the request is still pending, edit it through the three-dot menu. If already approved, contact your manager.

Q: My time-off was approved, but I see assignments during that time. A: Report this to your supervisor. There may be a sync delay or the assignment was made before approval.

Q: Can I request time-off for today? A: Yes, but same-day requests may require direct communication with your supervisor for immediate coverage.

Q: How far in advance can I request time-off? A: Typically up to one year in advance, but check your organization's policies.

Q: What if my request is denied? A: Review the denial reason, address concerns, and resubmit if appropriate. Consider discussing with your manager.

Q: Is my time-off balance shown? A: Time-off balance display depends on your organization's configuration. Check with HR for balance information.

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Related Features

• Staff Profile Guide - Complete profile management
• Request Review Guide - Manager approval process
• Working Hours - Schedule configuration
• Inspector Assignment - Assignment impact

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Technical Notes

Component Locations:

• Time-Off Tab: /apps/govt-assist-host/src/pages/Profile/components/TimeOff/
• Request Dialog: /pages/Profile/components/TimeOff/components/RequestTimeOff/
• History List: /pages/Profile/components/TimeOff/components/HistoryList/

Form Fields:

TIME_OFF_FORM = {
  DURATION: 'duration',
  START_DATE: 'startDate',
  END_DATE: 'endDate',
  START_TIME: 'startTime',
  END_TIME: 'endTime',
  CATEGORY: 'category',
  REASON: 'reason',
}

Duration Options:

TIME_OFF_DURATION_OPTIONS = [
  { label: 'Partial Day', value: 'partial_day' },
  { label: 'Full Day', value: 'full_day' },
]

Category Options:

TIME_OFF_CATEGORY_OPTIONS = [
  { label: 'Vacation', value: 'vacation' },
  { label: 'Sick', value: 'sick' },
  { label: 'Personal', value: 'personal' },
  // ... additional categories
]

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For additional assistance, contact your System Administrator.