How to Manage Requests

requests feature is an indispensable tool for ensuring efficient and transparent control over events that impact employee timesheets. It allows certain actions to be reviewed and approved before their final application, ensuring greater compliance and accuracy in the records.

Events that may generate requests include:

• Point corrections;
• Exemptions;
• Suspensions;
• Converting hours into a time bank;
• Scale changes;
• Vacation;
• Overtime;
• Request blocking

With a modern design and optimized filters, the tool centralizes all request management, providing greater governance and agility for both managers and HR teams. See below how to configure and take advantage of this feature.

Benefits of the request functionality

• Centralized control: All requests are managed in one place, making tracking and auditing easier.
• Transparency: Allows rules to be configured so that specific profiles approve or reject requests.
• Flexibility: Rules can be customized for locations, employees, user profiles, or the entire company.
• Security: Locks can be configured to prevent changes to old or expired events.

How to use Request Management

Enable the feature

• Make sure the " Requests Management menu

• If the option shown in the screenshot above is not available, please contact our team to check if the feature is included in your plan. If it is, please request its activation.

Configure the permissions

First, access the permissions in Admin > Permissions Profile, and enable the options corresponding to the profiles that will have access to the desired functionality. For each type of event (such as leave or timecard correction), adjust the permissions according to the specific needs of each profile.

• Example: To allow a specific profile to view the leave option on the payslip, enable the "view" permission. If you want the profile to be able to create or edit leaves, enable the "create/edit" option. Finally, to allow the profile to remove leaves that have already been created, enable the "delete" permission.

With all three options selected, the option for issuing a dismissal would look like this:

Create the request rule

1. In the sidebar menu, go to Admin and select Request Rules .

2. Click on create new rule.

3. Define the rule parameters

• Rule name : Define a name that identifies the approval rule.
• Event type: Choose the type of event that will be managed by this approval rule. Available event types include:
• • Point correction: Manual or actual point entries and/or deletions.
  • Exemption: Inclusion of medical certificates or justifications for absence.
  • Suspension: Launching or removing suspensions.
  • Transfer of time entries in Belo Horizonte: Conversion of hours to time bank.
  • Schedule change: Modifications to the employee's work schedule.
  • Overtime: Requesting and justifying overtime.
  • Vacation: Vacation request and scheduling.
  • Request blocking: Used to block profiles, users, employees, locations, or groups from making requests.

• When launched: Select the criteria that will determine when the rule will be applied. The available options are:
• • For some locations: Applicable to events launched by employees at specific workplaces.
  • For some employees: Restricted to events launched for specific employees.
  • For groups: Applied to events launched in locations associated with specific groups.
  • Based on user profiles: The rule will be activated when users with specific profiles make transactions.
  • For every location/employee: Covers all events launched within the company.
• Time limit for submitting requests after the event date: Define the maximum period for submitting requests from the event date. For example:
• • If set to "5" days, requests can only be submitted up to 5 days after the event.
  • If configured as "no limit," there will be no time restriction for the launch.
• Automatically approve requests generated by the rule: When enabled, all requests generated based on this rule will be automatically approved, without the need for manual intervention. This setting streamlines processes for less complex events.
• Pre-register events and resulting calculations in the system while the request is pending : By enabling this option, the events entered will appear on the timesheet as pre-registered, even if they are still pending approval. If approved, the record will be maintained. If rejected, the record will be removed and the time entries will be recalculated.
• Block responses to requests for [X] days from the date the request was generated: Defines the maximum time for a request to be answered (approved or rejected). After this period, pending requests are blocked and can no longer be answered.
• Allow users without HR profiles to respond to requests generated by this rule : When enabled, this allows users with other permissions, such as supervisors or managers, to approve or reject requests, in addition to users with HR permissions.
• • By enabling this option, you can also set a limit on the number of requests that the selected profile can respond to per month.

Specific parameters for the "Overtime" reason:

• Justification methods: Defines when the request should be created. Requests made before working overtime and justification made after working overtime: The employee can request prior authorization or provide justification after working overtime without prior request. Justification made after working overtime: The employee registers the justification for the overtime after it has occurred. It functions as a regularization of the time sheet.
• Limit overtime requests to [X] hours per day: Defines a daily maximum limit. For example, if set to "02:00", the system will not allow the employee to request more than 2 hours of overtime in a single day, helping to control fatigue and labor liabilities.
• Dispensing with justification when overtime is less than: Brings agility to the daily routine. You can define a tolerance (e.g., 10 minutes). If the overtime is less than this time, the system will not require a formal request, reducing the volume of manual tasks for micro-occurrences.
• Block justifications in [X] days [consecutive/business days]: Establishes a deadline for the employee to justify overtime worked. After this period (counted from the date of the occurrence), the system blocks new requests. This is essential to ensure that the timesheet is closed within the correct timeframe.
• Request Format: Request by interval: The employee needs to inform the exact start and end time of the overtime (e.g., from 6:00 PM to 7:30 PM). Offers greater accuracy and traceability. Request by duration: The employee only informs the amount of time (e.g., "1:30" of overtime), without needing to specify the exact time it occurred. It is more flexible, but less detailed.

4. To finalize the rule configuration, click save.

Track and manage requests.

1. Now is the time to review and approve or reject the generated requests. To access the "Request Management" screen, go to Management in the side menu, and select the Requests .

2. Fill in the search filters

• Event type : Choose the type of event to be displayed, such as point correction or leave of absence. The "all" option shows all events.
• Status : Filters requests by status, such as pending, approved, rejected, with errors, canceled, or all.
• Period (Start and End) : Restricts requests to the specified date range.
• Filter by : Defines the search criteria, such as workplaces, employees, groups, or profiles.
• • Depending on the filter chosen, in the next field select the workplaces, employees, groups, or profiles you wish to check.
• Finish by clicking Search.

3. Manage the requests .

List of requests

• The screen displays a list of requests, divided into columns with the following information:
• Date: Displays the date corresponding to the registered request.
• Employee: Name of the employee who generated or is linked to the request.
• Type: Type of event requested, such as timecard correction, leave of absence, or schedule change.
• Request: Description of the requested event, such as "add entry point at 08:15".
• Reason: Reason given by the employee or manager, for example, "Forgot to clock in".

Individual actions

• Each request can be selected for detailed analysis, with various other information, such as who made the request, or what approval rule was used in the case. Within the detailed analysis, the manager or HR can approve or reject the request individually.
• If the request is approved, you are allowed to provide a reason for the approval.
• If the request is rejected, it is mandatory to provide a reason for the rejection.

Mass actions

• Above the list of requests, the buttons allow you to perform actions collectively for all pending requests displayed in the list (which shows up to 10 requests at a time):
• Reject pending requests: rejects all requests displayed on the current screen.
• Approve pending requests: Approves all requests displayed on the current screen.
• In addition to bulk actions, it is possible to generate a file with the analysis results, containing information from the filtered requests.

4. Check the request status

After approving or rejecting the request, you can check the status on the Management screen or directly on the employee's timesheet.

To view on the timesheet:

• Access the timesheet for the employee related to the request.
• Locate the date related to the analyzed request.
• Check the icon displayed in the event row:

Request approved : The icon below indicates that the event has been accepted and applied to the sheet.

Request rejected : The icon below will be displayed, and the event will not be considered in the payroll calculation.

Pending request : The icon below will be displayed, indicating that the request still needs to be answered.

• The Requests Participative Time Management module . If your company has not yet purchased this module but would like to have this feature, please contact our Customer Success Team.
• The Vacation Request is included in the " Vacation Management " module. If your company has not yet purchased this module but would like to have this feature, please contact our Customer Success Team.
• The Overtime Request is included in the " Cost Control " module. If your company has not yet purchased this module but would like to have this feature, please contact our Customer Success Team.

Managing requests is fundamental to ensuring accuracy and transparency in timesheet records. This functionality allows for the decentralization of tasks, enabling supervisors or other roles to enter data directly into the system. Even so, all actions can be validated by managers or HR, ensuring that control and compliance are maintained. With options for individual or bulk approvals and rejections, as well as the generation of detailed reports, this tool optimizes workflow and promotes greater organization in the process.

If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp !

Updated on: January 26, 2026