Approving and rejecting leave requests

How PlanMyRounds admins review pending leave requests, approve or reject them with comments, and change a previous decision later if team plans shift.

Admins review every submitted leave request from the Leave Applications page. Approving a request immediately updates the doctor’s availability, so the next roster you build will plan around it.

Only admins can approve or reject leave. Doctors can see the status of their own requests but cannot change it.

Review pending requests

All submitted requests appear in Leave Applications under the Leave section of the sidebar. Each entry shows the doctor’s name, the requested dates, the leave type, and the current status.

1. Open Leave Applications

   Go to Leave Applications in the sidebar, or open a specific doctor’s profile.

2. Find the pending entry

   Filter or scroll to the request you want to act on.

3. Open the action menu

   Select the three-dot action menu next to the entry to see your options.

Approve a request

1. Select Approve

   Choose Approve from the action menu.

2. Review the details

   A confirmation panel shows the date, shift, and current status. You’ll also see a note explaining that approving this entry makes the doctor unavailable for that date in roster generation.

3. Add a comment (optional)

   Drop in a short comment for context if needed.

4. Confirm

   Select Approve Leave. The entry moves to Approved and the doctor’s availability updates immediately.

Approve leave before generating a roster so the scheduler can exclude those dates from the start. If you approve leave after a roster is already published, the existing roster is not automatically updated — you’ll need to edit it manually.

Reject a request

You can reject a pending request directly, or reverse an already-approved entry.

1. Select Reject

   Choose Reject from the action menu.

2. Review the details

   Check the date, shift, and doctor in the confirmation panel.

3. Add a comment (optional)

   Add a short reason — helpful for the doctor to understand the decision.

4. Confirm

   Select Reject Leave. The entry moves to Rejected and the doctor stays available for scheduling on those dates.

Change a decision later

An entry can move between Approved and Rejected at any time, as long as it hasn’t been cancelled. Select the status toggle next to the entry and confirm the change.

This is handy when plans change after the original decision — for example, a sick leave that needs to be approved retrospectively, or an approved leave that’s no longer needed.

Once a leave entry is Removed (cancelled), it cannot be approved or rejected. A new request has to be submitted instead.

Next steps

See the team's leave at a glance

Open the leave calendar to spot overlapping requests and busy weeks.

Cancel a pending request

Withdraw a request that no longer needs review.