Leave Statuses

The four states a request can hold, what moves it between them, and what each does to a balance.

A request is in exactly one of four states, and only certain moves between them are allowed. The Status column is colour coded so a list can be read without stopping.

Four rows of the admin leaves table. Hazel Bidwell has Annual Leave on 18 December marked Pending in amber. Tomasz Wojcik has Annual Leave for 20 to 21 November marked Approved in green. Eleanor Whitfield has five days at half-term marked Pending. Kwame Boateng has a single day on 19 October, shown as 1.0 with the note 1st Half, also Pending. — Amber is waiting, green is granted. Note Kwame's row: a half day is 1.0 with the half named underneath.

The four states

Status	Colour	Means	Balance effect
Pending	Amber	Submitted, nobody has decided.	Days sit in Pending and are already out of Remaining.
Approved	Green	Granted. The days are booked.	Pending becomes Used.
Rejected	Red	Declined by an approver.	Days return to Remaining.
Cancelled	Grey	Withdrawn, by the employee or an administrator.	Days return to Remaining.

Two rows from the leaves table. Ruth Alderman has Sick Leave for 7 to 8 July marked Cancelled in grey with an empty Actions cell. Eleanor Whitfield has a single day of Annual Leave on 3 July marked Rejected in red, also with an empty Actions cell. — Cancelled and Rejected are both closed states, and both rows end with no actions button.

Rejected and Cancelled are not the same thing

They look alike on a balance, because both hand the days back. They differ in who ended the request and what it says about it.

Rejectedsomebody said no: An approver considered it and declined. The request stands as a record that it was asked for and refused.
Cancelledit was withdrawn: The person who asked, or an administrator, took it back. Nobody refused anything; the plan changed.

What can still change

From	To	How
Pending	Approved or Rejected	An approver decides it, in Leave Approvals.
Pending	Cancelled	The employee withdraws it, or an administrator does.
Approved	Cancelled	Depends on your organisation's policy, and on whether the leave has started.
Rejected or Cancelled	Nothing	Closed. Raise a fresh request instead.