Requests
Requests Page
The requests page is the central place for managing all employee requests within the company, whether they are:
- Leave Requests: Annual and sick leave requests
- Overtime Requests: Extra hours requests
- Advance Requests: Financial advance requests
- Attendance Correction Requests: Correcting attendance records
- Shift Modification Requests: Changing shift times
- Test Requests: Test and evaluation requests
- Permission Requests: Exit or entry permission requests
- … and others: Any other type of request
It is one of the most important pages in the system because it connects employees with the HR department in an organized and smooth manner.
Importance of Requests Page
1. Unified Center for All Employee Requests
Instead of requests arriving via WhatsApp or email, all requests are recorded in one place that can be easily tracked.
Using the unified requests page ensures no request is lost and provides a complete record of all requests.
2. Track Status of Each Request
Each request has a clear status:
- Approved: Request has been approved
- Rejected: Request has been rejected with reason stated
- Under Review: Request is under review by management
- Pending Approval: Awaiting management decision
This reduces errors and immediately clarifies the request status for the employee.
Tracking request status helps employees know their request status without needing to contact HR.
3. Easy Review and Decision Making
The manager or HR can open details of each request and see:
- Data: All required information
- Hours: Overtime or attendance hours
- Reason: Reason for submitting the request
- Attachments: If any
Thus making an appropriate decision.
4. Complete Request Record
Each request is documented with its time and details and remains saved permanently for later reference.
The complete request record helps in reviews and internal auditing.
Detailed Explanation of Page Elements
"New Request" Button
From here, the employee starts submitting any type of request.
Filter Options
You can specify:
- Request Type: Filter by request type
- Request Date: By time period
- Status: (Approved, Rejected, Under Review)
- Employee: Search for requests from a specific employee
This helps the manager focus on specific requests.
Use filters to quickly find required requests and save time in review.
Column Explanations
1. Employee Name
Who submitted the request.
2. Department
The department the employee belongs to.
3. Request Type
Such as: Leave – Advance – Overtime – Shift Modification…
4. Details
Displays all information related to the request:
- Duration: Number of days or hours
- Work Hours: In case of overtime
- Advance Amount: In case of advance request
- Check-in and Check-out Time: In case of attendance correction
- Request Reason: Reason stated by employee
5. Status
Status is clear with a distinct color:
- Green: Approved
- Yellow: Under Review
- Red: Rejected
Colors help quickly identify request status without needing to read details.
6. Rejection Reason
Only appears if the request was rejected.
7. Actions
Allows the manager to:
- Approve Request ✔
- Reject Request ✖
- Delete Request: When needed
- Modify Request Data: Correct errors
Make sure to review all details before making an approval or rejection decision.
Steps to Submit a New Request Step by Step
After clicking "New Request +" a list of request types appears.
The steps are basically the same, but fields differ according to request type.
Step 1: Choose Request Type
Types supported by the system:
- Leave Request: For annual and sick leave
- Overtime Request: For extra hours
- Advance Request: For financial requests
- Attendance Correction Request: To correct attendance records
- Shift Modification Request: To change shifts
- Test Request: For tests and evaluations
- Permission Request: For exit or entry permission
- Extra Time Request: According to the image
After selecting the type → Employee proceeds to fill required data.
Choose the correct request type to ensure appropriate fields appear and facilitate the review process.
Step 2: Fill Request Data
Here fields differ according to request type.
Detailed Explanation of Each Request Type
1. Leave Request
Used to apply for annual, sick, or any other type of leave.
Required Data:
- Start Date: When leave begins
- End Date: When leave ends
- Leave Type: (Annual, Sick, Emergency...)
- Number of Days: Calculated automatically
- Leave Reason: Reason stated by employee
Annual leave request from 10/01/2025 to 15/01/2025 for 5 days.
2. Overtime Request
Used when employee works extra hours outside working hours.
Required Data:
- Date: Overtime date
- From Time: Overtime start time
- To Time: Overtime end time
- Overtime Type: (1.25×, 1.5×… according to system)
- Overtime Reason: As shown in the image
Make sure to enter hours accurately to ensure correct overtime calculation.
3. Advance Request
When employee needs a financial amount to be deducted later from salary.
Required Data:
- Advance Amount: Required amount
- Currency: (Pound, Riyal, Dollar...)
- Deduction Method: (One payment or installments)
- Advance Request Reason: Stated reason
Make sure to review employee balance and ability to pay before approving an advance request.
4. Attendance Correction Request
If there was an error in attendance recording (e.g., device didn't record check-in or check-out).
Required Data:
- Day: Correction date
- Check-in Time: Correct check-in time
- Check-out Time: Correct check-out time
- Reason: (e.g., fingerprint problem – external work – official task)
Attendance correction requests help ensure accuracy of attendance and check-out records.
5. Shift Modification Request
If employee wants to change shift or move to another time.
Required Data:
- Old Shift: Current shift
- Required Shift: New shift
- Date: Modification date
- Modification Reason: Stated reason
6. Test / Evaluation Request
Used in cases of training course or performance evaluation.
7. Permission Request
Such as permission to leave in the middle of the day.
Data:
- Exit Time: When employee will leave
- Return Time: When employee will return
- Date: Permission date
- Permission Reason: Stated reason
Final Step After Entering Data
After filling request data, employee clicks:
🔘 Submit Request
Then waits for a manager to:
- ✔ Approve: Accept request and apply it
- ❌ Reject: Reject request with reason stated
- ⏳ Keep Request Under Review: For later review
After submitting the request, you will be automatically notified when a decision is made by management.
How Does Employee Submit Requests Within the System?
The system provides employees with more than one way to submit requests to ensure ease of use and quick recording of any request the employee needs. Requests are handled in an organized and accurate manner until they reach approval or rejection with employee notification.
First: Ways to Submit Requests Within the System
1. Submit Request from Its Dedicated Page
Each request type has a dedicated page containing required data, such as:
- Leave Request → Leaves page
- Overtime Request → Overtime page
- Advance Request → Advances page
- Attendance Correction Request → Attendance page
- Shift Modification Request → Shifts page
- Test or Training Request → Training page
From each page, employee can:
➤ Click "Add Request" or "New Request" button
And start filling data specific to this type of request only.
This is useful for the employee because they can choose their request easily without searching for it within the system.
Submitting request from the dedicated page provides more specialized and clear fields for the employee.
2. Submit Request from General Requests Page
From the main requests page, employee can:
➤ Click "New Request +" button
Then select request type from the list.
The goal of this method is to allow employee to submit any request from one place without going to other pages.
Using the general requests page is suitable when you want to submit several different requests from one place.
Second: Role of Main Requests Page
The requests page is considered the control panel for all requests in the system.
Its Functions:
1. Collects All Requests Submitted by All Employees
Regardless of request type and regardless of the page from which it was submitted.
2. Allows Manager or HR to Filter Requests
By:
- Request Type: Filter by type
- Department: By departments
- Date: By time period
- Status: (Approved, Rejected, Under Review)
- Employee: Search for specific employee
3. Enables Review of Complete Details of Each Request
Such as:
- Hours: In case of overtime
- Date: Request date
- Amount: (If advance or overtime)
- Leave Type: In case of leave request
- Reason: Reason for submitting request
- Attachments: If any
4. Allows Decision Making
- Approval: Accept request
- Rejection: Reject request with reason stated
- Write Rejection Reason: Clarify rejection reason
- Modify Request: If needed
5. Send Result Directly to Employee
And it appears in their personal page.
The main requests page provides a comprehensive view of all requests and facilitates the review and decision-making process.
Third: Request Workflow from Start to End
This is the important part that explains each step that happens within the system after submitting the request.
Step 1: Employee Submits Request
From:
- Dedicated page for request type or
- General requests page
And enters required data such as:
- Date: Request date
- Hours: In case of overtime
- Amount: In case of advance
- Reason: Reason for submitting request
- Attachments: If any
Then clicks submit.
Make sure to enter all data correctly before submitting the request to avoid rejection or delay.
Step 2: Request Appears in "Requests" Page for Manager or HR
New request appears at the top of the list, with status:
🟡 Under Review
And manager can click "Details" to view complete data.
Step 3: Review Request
Reviewer does:
- Read Details: Understand the request
- Verify Data Accuracy: Check information
- Review Attachments: If any
- Ensure Request Matches Policies: Verify compliance
Accurate review of requests helps ensure fairness and correct policy application.
Step 4: Make Decision
There are two options:
1. Approve Request
When clicking "Approve":
- Request status changes → Approved
- Notification is sent to employee informing them of approval
- Request effect is applied automatically (e.g., calculate leave – add overtime hours – record advance… etc.)
When approving a leave request, days are automatically deducted from employee balance and attendance schedule is updated.
2. Reject Request
When clicking "Reject":
- A box appears to enter: Rejection reason
- Because the system does not allow rejecting request without clarifying the reason
After that:
- Status changes to Rejected
- Notification is sent to employee with rejection reason
- Reason is saved in record for later reference
Always clarify rejection reason clearly and politely to help employee understand the decision.
Step 5: Result Reaches Employee
When employee visits their personal requests page, they will find:
- Approved requests in green: Approved
- Rejected requests in red with rejection reason: Rejected
- Under review requests in yellow: Under Review
- Completed requests: Such as overtime that has been calculated
Thus employee is fully aware of their request status without needing to contact HR.
Automatic notifications ensure result reaches employee immediately without needing manual follow-up.
Practical Examples
Example 1: Annual Leave Request
Employee: Ahmed Mohamed
Request Type: Annual Leave
Date: From 10/01/2025 to 15/01/2025
Number of Days: 5 days
Status: Approved
This example shows a leave request that was successfully approved.
Example 2: Overtime Request
Employee: Mona Ahmed
Request Type: Overtime
Date: 20/01/2025
Hours: From 18:00 to 20:00
Status: Under Review
Overtime request under review by management.
Example 3: Rejected Advance Request
Employee: Khaled Ali
Request Type: Advance
Amount: 5000 Pounds
Status: Rejected
Rejection Reason: "Amount exceeds allowed limit"
In this case, the request was rejected with reason clarified for the employee.
Integration with Other Systems
The requests system integrates with:
1. Attendance System
Linking attendance correction requests to attendance records.
2. Leaves System
Linking leave requests to leave balance.
3. Payroll System
Linking advance and overtime requests to payroll.
4. Notifications System
Sending automatic notifications when request status changes.
Integration with other systems ensures smooth information flow and automatic application of decisions.
Best Practices
1. Review Requests Regularly
Make sure to review new requests daily to avoid delay.
2. Clarify Rejection Reasons
Write rejection reasons clearly and politely.
3. Use Filters Effectively
Use filters to quickly find required requests.
4. Follow Up on Pending Requests
Monitor under review requests regularly.
Applying best practices ensures quick and fair processing of all requests.
Section Summary
The requests page is the central place for managing all employee requests within the company. The unit provides powerful tools for submitting requests, reviewing them, and making decisions in an organized and accurate manner. Through this page, employees can easily submit their requests, and management can review and make decisions on all requests from one place.