Process requests: Appointments, times, vacation, and devices

Process requests: Appointments, times, vacation, and devices

“Requests” is the single page for everything awaiting your decision. You'll find it in the menu under Today → Requests (/manager/approval-center). It applies to the location selected at the top of the dashboard. Organization admins see the same page under /tenantadmin/approval-center; in the menu, it's labeled “Approvals”, and it doesn't have a “Appointments” tab.

At the top is the Refresh button, next to it is the small help icon “What is waiting for you” (“Everything waiting for your decision, in one place. Each tab is a queue, and its number shows how much is still open.”). Each tab represents a queue; the number on the tab shows how many items are still pending. The selected tab appears in the address (?queue=appointments, time-entries, time-off, or devices), so you can link directly to a tab. If you don't specify a tab, the first one you see will open.

Which tabs you see:

• Appointments: only on the Manager page and only with permission “Create and edit appointments, and after a confirmation also across buffer, break and working hours”.
• Time tracking: only if time tracking is enabled for the location.
• Time off: always.
• Hardware: only if the terminal is enabled for the location.

Appointments

The “Appointments” tab is the appointment check. The help section “How appointment review works” states: “Every appointment that still needs a decision lands here: new requests, appointments pushed out of the calendar, and follow-up after the visit.” An appointment that is pushed out of the calendar due to a block, a closure, or a cancellation is assigned the status “Rescheduled” and ends up here. It retains its original time and continues to block that slot until you reschedule or cancel it. Nothing expires automatically.

Filter by status. At the top are two chips with the numbers: “Pending” (waiting for your “Yes”) and “Rescheduled”. The default setting shows only “Rescheduled”. Completed statuses are behind the “History” button: Confirmed, In Progress, Completed, No-Show, Canceled. “Reset” resets the filter.

The list. Columns include Customer (Name, Status, a symbol “Walk-in”, Phone as a link), Staff member (not on the phone), “Date & time” (sortable), “History”, Services, and Amount (sortable). “History” explains why the appointment is listed here: Business Closed, Rescheduled by Customer, Resource Unavailable, Service Unavailable, Schedule Changed, Staff Member Unavailable, or simply Rescheduled, along with the reason and date; if rescheduled multiple times, it also shows “2×,” “3×,” etc. You can search, narrow down by “Date”, filter using the “Walk-ins only” toggle, and sort by customer name or date received (newest first).

Actions per Row (three-dot menu):

• Edit appointment: Opens the appointment in the appointment window, where you can reschedule it or change services.
• Confirm: Confirms the appointment. Works only for Pending, Confirmed, and Rescheduled appointments; an already confirmed appointment is grayed out.
• No-show: Marks the appointment as a no-show.
• Cancel: Calls up “Are you sure you want to cancel the appointment for …?” with “Yes, cancel” and “Keep appointment”.
• Delete appointment: Only available for “Pending,” “Confirmed,” or “No-show” statuses, and only as long as no payment has been processed. The confirmation warning states: The appointment will be completely deleted from the system; no cancellation or entry will remain in the history, and this action cannot be undone. Delete permanently executes the action.

Multiple at once. Use the checkboxes to select rows and choose a batch action: “Confirm” (the appointments are then firmly booked and block their slot), “No-show” (the slot becomes available, and the no-show is noted in the customer history), “Cancel” (canceled, slots freed up, cannot be undone), and “Delete appointment”. “Delete appointment” is skipped if any selected row cannot be deleted. Before executing, you'll see a dialog showing the time period, number of customers, and total. Afterward, a message will appear stating “N appointments successfully updated”; if the operation is only partially successful, it will say “N of M updated” along with the reason.

Time Tracking

This section only lists work hours that a team member has submitted and that have not yet been approved. This is the queue, not an archive. You can view all entries under “Team times” (see “Team Times: Review, Enter, Import, and Export Entries”).

The table shows staff members, date (sortable, newest first), arrival, departure (sortable), working hours (sortable), breaks, overtime, and the reason. On a mobile device, the date and time are displayed together. You can search.

For each row:

• Approve: accepts the entry (“Time entry has been approved”). An approved entry is included in payroll and cannot be changed or rejected afterward. Therefore, correct the time first and then approve it.
• Edit: opens “Edit time entry”. There, you can edit the times and notes, as well as “Billable” and tags. The “Edit reason” field is required (at least 5 characters).
• Reject: Opens “Reject time entry” with the “Rejection reason” field. The reason is required (at least 5 characters); otherwise, “Confirm rejection” will be omitted. The reason is sent to the staff member, who can correct the entry and resubmit it. Nothing is deleted.

Check the boxes to select multiple rows and choose Approve selected or Reject selected. When approving, the confirmation window displays the time period, number of staff members, and total hours. If you reject the entries, a window titled “Reject N entries” appears with a collective “Rejection reason”. If not everything works, the message “N entries could not be processed” appears. This happens, for example, with entries that have already been approved.

Only users with the “Approve Time Tracking Entries” permission may make decisions. If you don't have this permission, you'll receive an error message when you click.

Absences

This section lists your team's vacation requests that are still pending. Each row shows the name, the time period with the number of days (“3 days”), the reason and a note from the person, and a waiting period: “earlier today” or “for N days.” An orange dot appears when the waiting period reaches seven days. If you hover your mouse over the waiting period, it will display “Requested …”.

• Approve: Approves the request (“Time off approved”). The person takes these days off, and vacation entries are created in their time tracking. If they already have appointments during that period, these are moved to the appointment check (tab “Appointments”) with the reason “Staff blocked”. There, you decide whether to reschedule or cancel them.
• Reject (the X): opens “Reject time off”. “Rejection reason” is required: “Insufficient staffing”, “Schedule conflict”, “Important business hours”, “Already approved vacation for this period”, “Request made too short notice”, or “Other”. You can also write a note under “Additional notes”. Reject sends it (“Time off rejected”), and “Cancel” closes the window.

If there are no open requests, it will display “No pending time off” and “Every time-off request has been handled.”. You can only decide on requests that are still open.

Devices

New terminal devices (the till app) register here before they are allowed to operate. If the terminal is not activated, it displays “Terminal is not enabled” and “Device approvals appear here once the terminal is enabled for this business.”

Each line shows the device ID, location, and wait time.

• Approve: authorizes the device (“Device approved”).
• Reject: prompts “Reject device”. The device loses access to the terminal and must re-register. Afterward, “Device rejected” is displayed.

If there are no active devices, “No pending devices” and “Every terminal registration has been handled.” are displayed

Frequently Asked Questions

Where can I see appointments awaiting my decision? Under Today → Requests, tab “Appointments”. The previous page “Appointment review” no longer exists as a separate menu item; it is now part of this tab.

Why is the “Appointments” tab missing? You lack the “Create and edit appointments, and after a confirmation also across buffer, break and working hours” permission. Organization admins never have this tab.

Why is the “Time tracking” or “Hardware” tab missing? Time tracking is disabled for the location, or the terminal is not activated.

Can I revoke an approval? Not for work hours: An approved entry cannot be changed or rejected. For vacation requests and equipment, there is no way to undo the action on this page.

What happens to a person's appointments when I approve their vacation? They end up in the “Appointments” tab and continue to block their slot until you've made a decision.