Time Off Cancellation Approval Flow for Managers

Last Updated July 14, 2025

Overview :

Need to cancel a previously approved time off request? We’ve made it simple and transparent for you.

Now, approved time off requests can be routed through an approval flow before being officially cancelled. This provides greater oversight and auditability for managers and admins. 

Note : This feature must be configured individually for each leave type. 

Let’s walk you through how to enable the cancellation approval flow. 

1. Enabling the Cancellation Approval Flow : 

1. Go to Time Off tab 
2. Select the Leave Type you want to enable cancellation approval for
3. Toggle on "Require Approval for Time Off Cancellation"Notes : 

• The cancellation approval requirement can be enabled per leave type
• Admins can customize which leave types require cancellation approval, based on company policy
  • Enabling cancellation approval flow → All cancellations from the point admins enable this will be subject to a cancellation approval flow
  • Disabling cancellation approval flow → All cancellations from the point admins disable this will not be subject to cancellation approval flow; changes to approval configuration or employee info will not affect in-progress cancellation flows

How It Works: Cancellation Flow Logic 

When an employee cancels an approved time off request:

• The request enters a "For Cancellation" status
• This status functions like “Approved” — it still holds the employee's time off balance
• The cancellation request will follow the current approval flow (not the original time off request flow)

✅ If Approved:

• Status changes to Cancelled

• Days are returned to the employee’s time off balance

• Employee can view the approver's name and approval date

❌ If Rejected:

• Status reverts to Approved

• No days are returned; the original time off remains valid

• Employee can view the rejector’s name and rejection date

2. Reviewing Time Off Cancellation Requests

• When a cancellation request is sent, the Managers will receive a notification under To-Dos to review the request
• A Cancellation Progress Timeline will be shown in the request details
• Managers have the ability to Approve or Reject the request

3. Approving a cancellation request

• When a cancellation request has been approved, the status of the time off turns into Cancelled
• The time off used in the request is then returned to the user
• Employee is able to see the date and approver name who approved the request

4. Rejecting a cancellation request

• When a cancellation request has been rejected, the status of the time off returns into Approved
• The original details of the time off request remains as is, and the time off used in the request is not returned to the user
• Employee is able to see the date and approver who rejected the request

5. Approve on behalf is allowed for approvers with permissions 

• Managers with Approve on behalf of other approvers permission enabled can approve cancellation request on behalf of approver 

Notifications : 

Email and Slack notifications

• Managers will receive email and Slack notifications for the following events
  • When a time off cancellation request is submitted
  • When a time off cancellation request is withdrawn
• Employees will receive email and Slack notifications for the following events
  • When a time off cancellation request is approved or rejected

Approving or rejecting cancellation requests via email and Slack

• Just like regular time off requests, approvers can approve or reject a cancellation directly from:
  • Email notifications
  • Slack messages
• Clicking the button will redirect the approver to a confirmation page to finalize the action.

Effect on time off transaction report

Time off requests with the status "For Cancellation" are treated similarly to Approved requests. As a result:

• These requests will appear by default in the Time Off Transaction Report when generated by an admin
• This ensures that all time off affecting an employee’s balance ; including those pending cancellation ; are included for accurate reporting and visibility

Things to take note of: 

• Time Off Additional Notification Recipients will not receive cancellation request notifications

  • For now, Managers in the additional notification recipients list will only be able to receive notifications on time off on request and on approval
• Same Time off request appears multiple time in approver’s To Dos
  • In cases where the same person is assigned as the approver for both the original Time Off approval and the subsequent Time Off cancellation, the same request may appear twice in the approver’s To-Dos. 
    • Why This Happens:
    • The current system filters To-Do items based on the approver's role, not on the unique Time Off request
    • As a result, the approval and cancellation flows are treated as separate actions, even if they relate to the same time off entry

Related Article(s):

• Time Off Approval Flow - How it works?
• Deleting Time Off from Employee's Profile

Still Need Help?: 

Reach out to our support team should you need further assistance.