Time-off requests

A good leave registration is the backbone of good planning.

As a business owner or in HR, you want to see at a single glance who is absent and how many hours of leave that person is still entitled to.
As an employee, on the other hand, you want to be able to request leave easily for the days you want, via the familiar Wappy app.

For this you can use the 'time-off requests' module in Robaws.

Giving a user access to the 'time-off requests' module

In order to use the module, it has to be activated via the user rights.
You can set the rights in an advanced way:

• All: with this you see all time-off requests of all employees
• Team: with this you only see time-off requests of the employees in your team
• Own: with this you only see your own time-off requests

This can be useful, for example, to let a team leader see the requests of the whole team, while each team member can only see their own requests.

Settings before you start

To use time-off requests, a few settings are necessary. Below is a description of the settings you have to go through in order to use the time-off request flow.
You will find the settings via settings > time-off requests.

• Time-off categories: create the various time-off categories. The employee can select these categories in Wappy.
• Hour types: create the various hour types. This is important for HR. You can link a time-off category to the hour type.
• Creating acceptance flows: create an acceptance flow for the time-off requests. Do not forget to select it as 'default time-off request'. If you do not do this, you will not be able to submit time-off requests via the apps. You can set a default acceptance flow in the 'approval requests' block in the settings. You do this by hovering over the box with your mouse and clicking on the grey text 'No default'.
• Weekly schedule: link a weekly schedule to your employee. This will be important in order to propose the requested leave hours automatically.
• Entering a budget: link a leave budget to your employee; you have to do this again every year. There are 3 ways to determine a budget, namely: start from an empty budget, copy the budget of an employee or copy the budget of last year.

Creating time-off requests

You can submit time-off requests in 2 different ways. Each way has its own target group that will use it.

1. Time-off requests via Robaws and the Robaws App: this will mainly be used by HR or administrative staff
2. Time-off requests via Wappy: this will mainly be used by the employee who requests their own leave

Time-off requests via Robaws and the Robaws App

A time-off request via Robaws web and the Robaws App is made via the 'time-off requests' module.
To complete a request, you use the following steps:

1. Click the add action button (+) to create a new time-off request
2. Choose the employee for whom you are making the time-off request
3. Fill in the time-off category and the hour type
4. Fill in the start and end moment for which you are submitting the request

Time-off requests via Wappy

If you want to use time-off requests via Wappy, the setting 'Show time-off requests' has to be activated. You will find this setting via settings > work orders > Wappy.
A time-off request via Wappy is made via the 'time-off requests' module.
To make a new time-off request, go to the 'requests' tab. In the 'budget in hours' tab you will find your available leave budget.
To make a time-off request via Wappy, go through the following steps:

1. Click the + action button at the bottom right to create a new time-off request
2. Fill in the time-off category
3. Fill in the start and end moment for which you are submitting the request

Approving time-off requests

Time-off requests can only be approved via Robaws and the Robaws App.
The user who is part of an acceptance flow will be able to consult and approve the time-off requests via the 'approval requests' module.
In the acceptance flow you can do the following:

• Editing the details of the time-off request: details such as the time-off category, hour type and number of hours can be adjusted if necessary. In the Robaws App you can only add the hour type
• Consulting the budget: you can consult the budget of the chosen employee to check whether you can approve
• Consulting the history: you can consult all past requests for this employee
• Changing the status: you can accept, wait or reject the acceptance flow.

As soon as a time-off request has been approved, it is added to the dayplanning and to the time check on the work orders.
If you have entered hours that do not match the linked weekly schedule, a line will be added in the time check according to the hour schedule as well as a correction line according to the number of hours entered.

Updated on: 08/09/2026