🗓️ How to Manage Time-Off Requests (Updated Workflow)
Audience: Division Managers, Office Admins, HR
Tags: #TimeOff, #Payroll, #Approvals, #HRWorkflow
✨ What’s New
The updated Time-Off Request system simplifies everything:
- Frontline can now select Paid, Unpaid, or Unsure when submitting
- Managers Approve or Deny the request
- Office/HR team Processes the request and adds payroll codes or context
Each step gives better visibility to everyone involved — and protects your team’s time.
👷 Role Breakdown
Role | What They Do |
Frontline Team | Submits request (with note & paid/unpaid and unsure and notes) |
Manager | Approves or denies (based on availability/coverage) |
Office/HR Admin | Processes approved requests, logs final reason/type |
✅ Step-by-Step for Managers
1. Go to the Time-Off Daily tab
This view shows:
- Pending (Needs your review)
- Approved (For office to process)
- Recently Processed (Completed)
2. Click Review on a request
Review dates, reason, and their submitted note.
3. Approve or Deny
Add a Review Note if needed. SMS Text is defaulted to send the submitter - ‘Your Time-Off request is Approved. Have a nice trip’ You can also un-check the box to send SMS confirmation IF you DO NOT want to send a notice at that time (in case you are working late)
Tip: Use the comment to say thanks, ask questions, or clarify anything.
Once approved, the request will appear in the Approved tab for the office team. Y
🧾 Step-by-Step for Office / HR Admins
1. Go to the Approved tab
Click Process on any approved request.
2. Review & Finalize
- Confirm the dates and add Processed Notes (e.g., “Sick Day - Paid”, “Bereavement - Unpaid”, “PTO - 8 hrs”)
- Click Mark as Processed
- This sends the request to Recently Processed
This step locks in the request for payroll visibility and company records.
📬 Request Types Explained
When the crew submits the form, they select:
- ✅ Paid – they expect to use PTO or earned time
- ❌ Unpaid – they know it’s unpaid
- ❓ Unsure – they aren’t sure yet (HR can decide during processing)
This helps reduce confusion for payroll and the worker.
📌 Best Practices
- ✅ Always leave a note — clarity now prevents questions later
- ✅ Approve or deny quickly to keep planning smooth
- ✅ Processed notes should match your company’s language (Sick, PTO, Bereavement, etc.)
- ✅ Encourage crew to submit time-off before it's too late — avoid day-of chaos
🧠 Summary Workflow
Step | Who | Action |
1 | Crew Member | Submit time off (w/ Paid/Unpaid/Unsure & note) |
2 | Manager | Approve or Deny (optional SMS & review note) |
3 | Office / HR | Process request, label with final reason, mark as processed |
This 3-part system brings structure, fairness, and clarity — and makes life easier for everyone.
Pro Tip: Use the Daily Time-Off view during dispatch to avoid calling people who are off. It saves frustration and builds trust.
❤️ Why This Matters to Culture
Time off is personal — and how your company manages it sends a strong message about whether people are respected and supported.
A clear, consistent process like this:
- ✅ Builds trust between your frontline and management
- ✅ Reduces stress and confusion (especially during payroll)
- ✅ Shows professionalism and fairness — not favoritism
- ✅ Helps keep your best people long-term
When the team sees their request being reviewed, commented on, processed, and even followed up on, they feel seen and valued.
💬 Keep the Team in the Loop
Encourage managers and admins to:
- Leave a friendly note with every approval or denial
- Clarify if a day is approved but unpaid
- Offer a heads-up if a request will impact scheduling
- Thank the person for planning ahead
CrewHero allows communication right inside the request, so you can answer questions directly where the info lives.
Pro Tip: Be open to questions like:
🌟 This Is More Than a Workflow
This is your chance to:
- Lead with respect
- Set the tone for how your company supports people
- Improve retention by showing employees their time matters
Managing time off well doesn’t just help payroll — it helps culture.
Because when people feel like you care, they stay.