Anyone on your team can request time off from the SalesThumb mobile app. Owners, Admins and Managers approve or deny requests, either in the app or on the web Time Clock page. This article walks through both sides in more detail than How to clock in and out (and track breaks and time off). It also covers PTO balances and the Time Off Summary report.
Requesting time off (mobile)
- In the mobile app, tap the round button at the bottom center to open the Go to panel, then tap Time Off ("Request days off · managers approve") under Team.
- Under Request time off, pick a Type: Vacation, Sick, Personal or Other.
- Tap First day or Last day to open the calendar, and choose your dates. You can pick any day from today up to a year ahead. Past dates can't be picked.
- If you like, add a Reason (optional), for example "Family trip".
- Tap the button at the bottom. It reads something like Request Oct 20 – Oct 24 · 5 days, so you can check the dates and day count before you send.
Day counts include both ends. A Monday-to-Friday request is 5 days, weekends in between are counted too, and a single day is 1 day.
If your shop tracks PTO, picking Vacation, Sick or Personal shows a line like "6.5 days of PTO available" above the dates. That line doesn't appear for Other, because Other never uses PTO.
Following up on your request
Your requests are listed under My requests, newest first. Each one shows a status of Pending, Approved or Denied, plus your reason and any note from your manager (shown as "Manager: …"). Pull down on the screen to refresh.
There's no button to cancel or edit a request once it's sent. If your plans change, tell your manager so they can deny it.
Approving or denying on mobile
If you're an Owner, Admin or Manager, the Time Off screen also has a Pending approvals section listing every pending request in the shop. Each card shows the person, the type, the dates with a day count, and their reason.
- Tap Approve and it goes through straight away.
- Tap Deny and you'll be asked "Deny time off?" first. Tap Deny again to confirm, or Cancel to back out.
- If the dates have already gone by, the card says "These dates have already passed." You can still approve it, which is handy for logging a sick day after the fact.
- When everything is handled, you'll see "Nothing waiting on you."
Approving or denying on the web
Open the Time Clock page: click Growth & Marketing in the sidebar, then the Operations tab, then the Time clock card. The Time Off Requests card ("Pending and recent time-off") lists the 8 most recent requests. Each one shows the name, dates, reason, a type badge and a status badge.
Pending requests have Approve and Deny buttons. As on mobile, Approve happens straight away, and Deny asks you to confirm in a "Deny time off?" box first. While one request is being saved, all the buttons are paused for a moment. Only Owners, Admins and Managers see this card. The Time Clock page itself is a Growth-plan feature (Growth and Pro). On other plans, the page shows an upgrade message instead, so approve requests from the mobile app.
Rules that apply to every approval
- You can't approve or deny your own request. You'll get "You cannot review your own time-off request." Another manager has to handle it.
- Only pending requests have Approve and Deny buttons. Once a request is approved or denied, the buttons are gone, both on mobile and on the web.
- Approving time off doesn't remove the person's shifts on the staff schedule. Check the staff schedule and move any shifts yourself.
When PTO balances are on
If an Owner or Admin has turned on Track PTO balances under Settings → Payroll:
- Approving a Vacation, Sick or Personal request takes its days off the person's PTO balance. Other requests and denied requests don't use any PTO.
- If the person doesn't have enough PTO, the approval is blocked with a message like "This request needs 5 day(s) of PTO, but the staff member doesn't have enough balance available." Deny it instead, or ask an Owner or Admin to change the PTO settings.
See Overtime rules and PTO accrual for how balances build up.
Seeing time off across the team
Reports → Staff Admin → Time Off Summary shows Requests, Approved, Pending and Denied counts for the date range. Below that, a By staff table shows each person's Total days, Approved, Pending and Denied days. A request is included if its first day falls inside the date range. Like other staff reports, it needs permission to view financial reports.
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Frequently asked questions
Q: Can I cancel a time-off request I already sent?
A: No. There's no cancel or edit option once a request is sent. Ask your manager to deny it.
Q: Why can't I approve my own time-off request?
A: No one can review their own request, including Owners and Managers. Another Owner, Admin or Manager has to approve or deny it.
Q: Can I request time off for days that already happened?
A: Not from the mobile request form. The calendar starts at today. Managers can still approve a pending request after its dates have passed.
Q: Why was my approval blocked with a PTO message?
A: Your shop tracks PTO balances, and the person doesn't have enough days for this Vacation, Sick or Personal request. You can deny it, or an Owner or Admin can change the PTO settings.
Q: Does approving time off remove the person from the schedule?
A: No. Approving doesn't change the staff schedule, so move or delete any overlapping shifts yourself.