Time Off Requests FAQ
Quick answers to common questions about requesting time off in MangoApps.
Updated: January 17, 2025
What types of time off can I request?
You can request several types of time off:
- Vacation/PTO - Planned personal time off
- Sick Leave - Health-related absences
- Personal Days - Other personal needs
- Bereavement - Family emergency leave
- Jury Duty - Civic obligations
How do I submit a time off request?
- Go to My Schedule in the dashboard
- Click Request Time Off
- Select your dates and time off type
- Add a brief reason (optional for vacation)
- Click Submit Request
Your manager will receive an automatic notification.
How far in advance should I request time off?
Recommended timing:
- Vacation: 2+ weeks in advance
- Personal days: 1 week in advance
- Sick leave: As soon as possible (can be same-day)
- Extended leave: 30+ days in advance
Who approves my time off requests?
Your direct manager approves most time off requests. For extended leave (5+ days), additional HR approval may be required.
Can I cancel or modify a request after submitting it?
Before approval: Yes, you can edit or cancel pending requests in your schedule view.
After approval: Contact your manager directly to discuss changes. They may need to create a new request.
What happens if my request is denied?
If denied, you’ll receive a notification with the reason. Common reasons include:
- Insufficient coverage during requested dates
- Blackout periods (busy seasons)
- Too many team members already off
- Insufficient advance notice
You can discuss alternatives with your manager or submit a request for different dates.
How do I check my time off balance?
Your current PTO balance is displayed:
- Dashboard widget - “Time Off Balance”
- Profile page - Under “Benefits & Time Off”
- Request form - Shows remaining balance when requesting
Can I request partial days off?
Yes! When submitting a request:
- Select Half Day for 4-hour periods
- Choose Custom Hours for specific time ranges
- Specify Morning or Afternoon for half days
What if I need emergency time off?
For same-day emergencies:
- Call your manager immediately if possible
- Submit the request in the system as soon as you can
- Follow up with any required documentation (sick notes, etc.)
Emergency requests are typically approved retroactively.
Do I need to find coverage for my shifts?
Policy varies by team:
- Some teams require you to arrange coverage
- Others have managers handle coverage
- Check with your manager about your team’s policy
The system will show potential coverage conflicts when you submit your request.
How do I see my request history?
Go to My Schedule → Time Off History to view:
- All submitted requests (approved, denied, pending)
- Dates and duration of each request
- Approval status and any manager notes
- Remaining balances over time
What happens if I have multiple PTO requests and don’t have enough balance to cover all of them?
The system checks your available balance each time you submit a request:
- Available balance = Total accrued PTO - Used PTO - Pending requests
- If a new request would exceed your available balance, it’s automatically rejected
- Pending requests reserve balance, so later requests see reduced availability
- First-submitted requests take priority in the approval queue
Example: If you have 10 days available and submit a 7-day request (pending), your next request can only be for 3 days maximum.
What happens if I request time off but don’t have any PTO available?
The system prevents submission of requests that exceed your balance:
- You’ll see an error: “Insufficient leave balance for [Leave Type]”
- The request form will reload with the error message
- No request is created or sent to your manager
- You’ll need to request fewer days or wait for more PTO to accrue
When does PTO get removed from my balance? After approval?
PTO is deducted from your balance immediately upon approval, not when requested:
During request (pending status):
- Days are “reserved” but not yet deducted
- Your available balance shows the reserved amount
- You can still cancel without losing PTO
After approval:
- PTO is immediately deducted from your total balance
- The “Used” amount increases by the approved days
- Your available balance updates in real-time
What happens if I have approved PTO but cancel it later?
When you cancel an approved PTO request:
- PTO balance is automatically restored to your account
- The days are added back to your available balance
- Any conflicting shifts that were removed are flagged as needing coverage
- Your manager receives a notification about the cancellation
Note: You can cancel pending requests without any balance impact since the PTO wasn’t deducted yet.
How does my manager handle PTO requests with balance issues?
Managers have additional visibility and control:
What managers see:
- Balance warnings for requests exceeding available PTO
- Real-time calculations including pending requests
- Coverage conflicts and staffing impacts
Manager options:
- Approve anyway (creates negative balance - policy dependent)
- Deny with reason and suggest alternative dates
- Partial approval for available days only
- Special approval for exceptional circumstances
Balance impact: Managers can approve requests that exceed balance, but this may require HR approval depending on company policy.
Where can I learn more?
- Employee Handbook - Complete time off policies
- Manager - Team-specific guidelines
- HR Department - Policy questions and extended leave
Was this helpful? Contact your manager or HR if you have questions not covered here.