Approve or decline vacation requests

• Company Admins and Company Owners can approve or decline any member’s vacation, absence, or remote work request.
• Members whose team is granted the Confirm vacations permission can approve requests for members in their team only.
• Company Members without those rights can submit requests but cannot approve. The Approve and Decline buttons are not shown to them.
• The Workforce Management app must be activated in Settings & Apps.

Every vacation or absence request needs an approver, and the member who submits it picks one. The Approver field on the request form is empty by default and has to be chosen.

The Approver dropdown lists everyone allowed to approve vacations:

• the Company Owner,
• every Company Admin, and
• any member whose team is granted the Confirm vacations permission.

Members can’t pick themselves. Once submitted, the request goes to the chosen approver, who is notified and sees it in their In review list.

Choosing an approver directs the request — it doesn’t lock anyone else out. Any Company Owner, Company Admin, or holder of the Confirm vacations permission can still open the request and approve or decline it, even if it was addressed to someone else.

Path: Main navigation > Members > Vacations tab — company-wide list of every request, grouped by status. Also: Members > click member name > Vacations tab — only that member’s requests, with their balance summary.

A request becomes visible to approvers as soon as the member submits it. The member receives an email notification when you approve or decline.

1. Open Members > Vacations (or the member’s profile > Vacations tab).
2. Find the request in the In review group.
3. Click Approve (green checkmark) — the request moves to Approved and the absence appears on the team calendar from its start date.
4. Or click Decline (red X) — the request moves to Declined and the member is notified by email. The declined request stays in their history.

Requests are approved one at a time — there’s no bulk approve or decline.

When approving a Vacation request, Uku deducts the calculated leave days from the member’s vacation balance. Weekends and public holidays inside the period are excluded automatically — the Duration column shows total calendar days, but only working days are deducted.

An approved request is locked. Nobody, including the approver, can edit its dates or type. The member sees only Cancel when they open it. To change it, decline it first:

1. Open the request from Members > Vacations or the member’s profile (⋮ → View).
2. Click Decline in the footer of the request. The request moves to Declined, the deducted vacation or flextime days are restored, and the member is notified by email.
3. The member opens the declined request from Profile > Vacations, edits the dates and clicks Save — the request returns to In review. They can also submit a new request instead.
4. Approve the corrected request.

To remove an approved request entirely, click the delete icon in the footer of the request (Company Admins and the Company Owner only). The balance is restored the same way, and the member submits a new request.

A declined request needs no extra step: the member can edit and resubmit it directly, or you can open it and click Approve.

Adjust the balance manually when a previous balance was wrong, or when carrying over days from a different system.

1. Open the member’s profile > Vacations tab.
2. Click Edit balance in the header.
3. Choose Vacation balance or Flextime balance and enter the corrected number.
4. Optionally add a comment explaining the adjustment.
5. Click Save.

Open View history from the same header to see every prior change to the member’s balance with date, amount, and the admin who made it.

You don’t have the Manage account right (granted to Company Admins and the Company Owner) or the team-level Confirm vacations right. Ask a Company Admin to grant the appropriate right on the member’s Rights tab.

Each request goes to the approver the member selected in the Approver field when they submitted it — Uku does not pick one automatically. If it reached the wrong person, the member can open the pending request, change the Approver and save. Any Company Owner, Company Admin, or holder of the Confirm vacations permission can also open the request and approve or decline it directly.

Approved requests are locked for everyone. Ask an approver to open the request and click Decline. You can then edit the declined request from Profile > Vacations and resubmit it, or submit a new one. See Change or cancel an approved request.

Vacation balance only deducts for the Vacation request type. Away (sick leave, parental leave) and Flextime bonus types use different balances. Open the request to confirm the type, or check the Vacations tab history for the actual balance change.

Hover the Duration column for total calendar days; open the request to see the calculated working days. If the calculation looks wrong, confirm the company’s public holidays are configured correctly in Settings & Apps > Calendar > Public holidays.

The Vacations feature is not enabled for your company. Vacations is part of the Workforce Management app — a Company Admin can enable it in Settings & Apps → Workforce Management.

Approve and decline notifications are sent to the email registered on the member’s Profile tab. Ask the member to check their spam folder. Email delivery problems can also surface in Settings & Apps > Emails > Outbox for Company Admins.