> ## Documentation Index
> Fetch the complete documentation index at: https://planmyrounds.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# 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.

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

## 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.

<Steps>
  <Step title="Open Leave Applications">
    Go to **Leave Applications** in the sidebar, or open a specific doctor's profile.
  </Step>

  <Step title="Find the pending entry">
    Filter or scroll to the request you want to act on.
  </Step>

  <Step title="Open the action menu">
    Select the three-dot action menu next to the entry to see your options.
  </Step>
</Steps>

## Approve a request

<Steps>
  <Step title="Select Approve">
    Choose **Approve** from the action menu.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Add a comment (optional)">
    Drop in a short comment for context if needed.
  </Step>

  <Step title="Confirm">
    Select **Approve Leave**. The entry moves to **Approved** and the doctor's availability updates immediately.
  </Step>
</Steps>

<Tip>
  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.
</Tip>

## Reject a request

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

<Steps>
  <Step title="Select Reject">
    Choose **Reject** from the action menu.
  </Step>

  <Step title="Review the details">
    Check the date, shift, and doctor in the confirmation panel.
  </Step>

  <Step title="Add a comment (optional)">
    Add a short reason — helpful for the doctor to understand the decision.
  </Step>

  <Step title="Confirm">
    Select **Reject Leave**. The entry moves to **Rejected** and the doctor stays available for scheduling on those dates.
  </Step>
</Steps>

## 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.

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

## Next steps

<CardGroup cols={2}>
  <Card title="See the team's leave at a glance" icon="calendar-days" href="/docs/leave/calendar">
    Open the leave calendar to spot overlapping requests and busy weeks.
  </Card>

  <Card title="Cancel a pending request" icon="circle-xmark" href="/docs/leave/cancelling-leave">
    Withdraw a request that no longer needs review.
  </Card>
</CardGroup>