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The following describes a functionality that is implemented in the system. 
 
    
User Story ID11890
User Story NameModify Days Off Request Process with Multiple Backups and Approval Flow
Overview

The Days Off Request process was redesigned with structured backup management and a two-stage approval flow. The free-text backup field was replaced with an editable grid supporting multiple backup users, each with a specific responsibility. A validation step ensures no selected backup has overlapping PTO, and the system also prevents requests from users who have already committed as backup for someone else during the same dates. Backups must approve first via email, and the manager can only approve once all backups have confirmed. Requests are automatically cancelled if backups have not responded within 2 days before the start date. 


 

How to Use it

  1.  

  • Create a Days Off Request and fill in the type, dates, and days as usual. 

  • In the Backup Coverage grid, add one or more backup users and specify what each person will cover (e.g., "Pace Support", "Portal Support"). 

  • Click Request Backup Approval — the system validates that no backup has approved PTO on those dates. If there is a conflict, the system shows which users are unavailable. 

  • If validation passes, each backup receives an email with Approve and Reject buttons. 

  • Once all backups have approved, the manager receives the request for final approval. 

  • If any backup rejects, the requestor is notified immediately to make changes. 

  • If backups have not responded and the start date is 2 days away, the request is automatically cancelled. 

 

 

 

 
 
  
  
Keywords: days off request, pto, vacations