A Guide to Pre-Approval for WFH & On-Duty Requests

Pre Approval

EMPLOYEE SELF SERVICE · TIME OFF

Pre Approval

Pre-plan attendance exceptions — work-from-home, on-duty, on-site visits — so they are approved before the day arrives.

Time-off type
👥 WHO USES THIS
▸Employees planning non-office work ahead of time.
▸Managers who want advance visibility of team availability.
▸HR reconciling attendance to policy.
✨ WHAT YOU'LL ACHIEVE
▸Submit a pre-approval for a future date / range.
▸Attach context — client visit, travel, work-from-home.
▸Track status and adjust the request if plans change.

Employee Self Service → Pre Approval

Pre-Approval for Work from Home, Week Off, Holiday or On Duty

Employees can request permission to work from home, work on their scheduled week off or holiday or on Duty(official work outside office) through the ESS portal by submitting a pre-approval request. This ensures that the request is reviewed and approved before the work from home day or week off or holiday or on duty.

To apply for a pre approval request, click the +Initiate Request button on the right-hand side. A pop-up window will open, where employees must fill in all the mandatory fields and submit the request.

  1. After completing all required fields, click Apply to trigger the approval process, which will be sent to the designated approver based on the configured workflow.
  2. To view pre-approval data: Select the record, and a pop-up window will open displaying the applied pre-approval request.
  3. To edit a pre-approval request: Select the record and click the Edit.
  4. To cancel a pre-approval request: Click the cross icon in the Actions column and select Cancel.
  5. If you cancel an applied pre-approval request, the status will change to "Cancelled" immediately.
  6. If you cancel an approved pre-approval request, the status will change to "Cancel Applied", and an approval request will be sent to the approver. Once approved, the status will change to "Cancelled" and the deducted balance will get credited back.
On this screen
This is the Add Pre-approval Request form. You enter the intended leave type, proposed date range, and the purpose behind the request. Your manager gets a signal that you're planning time off so they can plan cover or raise concerns early.


Fig: Add Pre Approval Request

On this screen
Once submitted, the pre-approval appears in your Pre-approval list with its current status (Pending / Approved / Rejected / Cancelled). The status changes in real-time as your manager acts on it.
On this screen
The detail view of a single pre-approval — showing the requested dates, reason, and the full approver trail with any comments.
On this screen
From the pre-approval list you can Edit (while still pending) or Cancel (any time before you raise the formal request). Cancelling a pre-approval does not require re-approval — it lapses immediately.


Fig: Cancel Pre-approval Request

On this screen
The Export Report option downloads the register to Excel. Choose your date range and any filters — the download carries every relevant field including status, approver, and balance impact.

Fig: Export Report

Fields Description

Title
Description
Pre Approval Type

Work during Holiday- Submit a pre-approval request if you are required to work on a declared holiday.

On Duty - Use this option to request approval in advance for official work outside the office, such as client visits or field assignments.

Duration
The length of the pre approval (Full Day, Half Day)
Period
If the pre approval request is for a half-day, the period must be specified as either the first half or the second half of the day
Leave Start and End Date
The start and end dates of the pre approval period.
Reason
The purpose for taking pre approval (e.g., Personal, Medical).

Field Reference — Pre Approval Request Form

The fields for seeking advance sign-off before raising a formal leave / time-off request.

FieldDescriptionRequiredValidation
Intended Leave TypeWhich leave category you're planning to use (Annual, Comp Off, etc.).YesDropdown filtered by eligibility; does not reserve balance.
Proposed Start DatePlanned first day of absence.YesCan be up to 12 months in the future.
Proposed End DatePlanned last day of absence.YesMust be ≥ Start Date.
Tentative DurationAuto-calculated in working days.AutoRead-only; excludes weekends / holidays.
Purpose / ReasonContext for your manager (e.g. family wedding, long-planned trip, surgery window).YesMinimum 20 characters.
Criticality FlagMark as High if the dates are non-negotiable (wedding, pre-booked travel).NoNon-blocking; signals urgency to approver.
Supporting InfoTravel itinerary, medical schedule, or similar attachment.NoOptional; increases approval confidence.
Coverage PlanWho will cover your responsibilities during the planned absence.ConditionalRequired for absences ≥5 days.
ApproverAuto-populated from reporting manager; HR may reassign.AutoPre-approvals can be sent to skip-level manager for dual sign-off (configurable).

Frequently Asked Questions — Pre Approval

Q. What is Pre Approval used for?
Pre Approval is a separate sign-off you obtain before submitting a formal leave or time-off request — common for long absences, overlapping team leaves, or critical project windows where you need early confirmation that the time off will be supported.
Q. Is Pre Approval the same as the leave approval workflow?
No. Pre Approval is advisory — it signals that the time off is likely to be approved. You still need to raise the actual leave / comp-off request closer to the date, which goes through its own approval workflow.
Q. Does Pre Approval reserve my leave balance?
No, balance is only debited when the final request is approved. Pre Approval is purely a planning signal.
Q. Can a Pre Approval be revoked?
Yes, either party can rescind — your manager if business conditions change, or you if plans shift. Revocation is audit-logged.
Q. Do I need Pre Approval for every leave request?
No, it's optional. Most policies only recommend it for absences longer than a threshold (e.g. 5+ consecutive days) or during peak project windows.
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