--- title: "Approve, Deny, or Cancel a Time Off Request" slug: "approve-or-deny-a-time-off-request" description: "Steps for managers to approve, deny, or cancel employee time off requests from the Manager Tools page in R365." updated: 2026-09-08T19:45:26Z published: 2026-09-08T19:45:26Z canonical: "docs.restaurant365.com/approve-or-deny-a-time-off-request" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Approve, Deny, or Cancel a Time Off Request This article reviews approving, denying, and cancelling time off requests on the [Time Off tab](/doc/docs/employee-record-time-off-tab) of the Manager Tools page. Time off requests can also be approved or denied from the [Manager Queue](/doc/docs/manager-queue) and the [R365 Mobile App](/doc/docs/time-off-requests). > [!NOTE] > Time off requests created by managing users on behalf of employees from the mobile app also appear here for approval. For more information, see [Create Time Off for an Employee (Mobile)](/doc/docs/create-a-time-off-request-for-an-employee-via-mobile). A time off request applies to **every location** associated with the employee. Only users with access to the employee's primary location can approve, deny, or cancel the request. Approving, denying, or canceling the request **applies to every location** associated with the employee. When a scheduled shift is published that overlaps an approved request, only the approved request for that location is automatically canceled. Users cannot approve their own time off requests. The **Approve** button will be disabled. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/1ce4cab5-488f-44a8-8fb7-b5b3104aaed5.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) If the employee has already reached the [location's time off request limit](/doc/docs/manager-tool-request-cutoffs), the user that approves the request will be notified and prompted to confirm the approval. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/a23ac202-4a85-4833-9157-d1105ac76ff3.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) If [PTO Accruals](/doc/docs/pto-accruals-overview) is enabled, the Approve button will be disabled when a time off request would result in a negative balance and the associated rule does not allow negative balances. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/51179777-7254-4403-89fe-59a7f720d838.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) --- ## Security Users with access to the employee’s primary location and the following permission will be able to approve, deny, or cancel time off requests: - Labor → Schedule → View Schedule Page These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-access-report) can be used to determine which user roles or users already have these permissions assigned. For more information, see [User Setup and Security](/doc/docs/user-setup-security-and-location-access). --- ## Approve or Deny Time Off Requests Requests with a status of ‘Active' will have the Approve and Deny buttons displayed. Follow these steps to approve or deny a request: ****1)** Select the desired **'Active' request** on the [Time Off tab](/doc/docs/manager-tools-time-off) of the [Manager Tools page](/doc/docs/manager-tools).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/0155b9c8-c6e1-47c8-abc0-844fc5230e52.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) ****2) Review** the request.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/36d80b91-3ee9-47b5-9647-8228f06c1317.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) ****3)** Enter **Manager Notes** (Optional).** > Manager Notes are visible to the employee. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/36d80b91-3ee9-47b5-9647-8228f06c1317.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) ****4)** Click **Approve** to approve the request or **Deny** to deny the request.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/36d80b91-3ee9-47b5-9647-8228f06c1317.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) --- ## Cancel Time Off Requests Requests with the status of 'Approved' will display the Cancel Approval button. Cancelling an approved time off request will remove it from the schedule. > If PTO Accruals is enabled, cancelling an approved time off request will remove the associated PTO earnings from the DSS. Requests with the status of either 'Declined' or 'Cancelled' **cannot** be edited or reinstated; a new request must be submitted. Follow these steps to cancel a request: ****1)** Select the desired **'Approved' request** on the [Time Off tab](/doc/docs/manager-tools-time-off) of the [Manager Tools page](/doc/docs/manager-tools).** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-B5K7KE87.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) ****2)** Click **Cancel Approval.**** Canceled requests **cannot** be edited or reinstated; a new request must be submitted.![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3GBB6NIO.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) ****3)** Click **Yes** to confirm that the request should be canceled. **This action is irreversible.**** > [!WARNING] > Cancelled requests **cannot** be edited or reinstated. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YLB4A4ZS.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) --- ## Approve, Deny, or Review Time Off Requests From Payroll Hub Payroll Hub provides a second path for reviewing time off requests, separate from the [Time Off tab on the Manager Tools page](https://docs.restaurant365.com/docs/en/manager-tools-time-off) described above. This check appears in the Payroll Readiness section of Payroll Hub as a Time Off Requests card showing a count of pending requests. > [!NOTE] > This [Payroll Hub](/doc/docs/payroll-hub-overview) path is an additional entry point for reviewing time off requests before a pay run is submitted. It works alongside the Time Off tab on the Manager Tools page — both paths lead to the same approval outcome. ### Review Pending Time Off Requests 1. Click the **Time off requests** readiness card. 2. Click **Approve** or **Deny** on a request. > [!WARNING] > This action is immediate and irreversible. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BR3Z4KR8.png?sv=2026-02-06&spr=https&st=2026-10-28T19%3A37%3A06Z&se=2026-10-28T20%3A37%3A06Z&sr=c&sp=r&sig=8x4iZgTTrdeVZ1VXVTnbJFsq0wCP61CeS62%2FYd7Zphk%3D) Restaurant365 A batch payroll cycle in R365 that calculates and distributes employee payments for a specific pay period. A pay run moves through three phases — preparation (importing earnings from the DSS and adding adjustments), calculation and approval, and paycheck distribution — and generates associated payroll and funding journal entries. Approving a pay run is irreversible. ## Related - [Manager Queue](/manager-queue.md) - [Schedule Requests Screen (Mobile)](/schedule-requests.md)