Absence Approvals (TransMaS Plus)

With TransMaS Plus, a formal approval process is required for all new absences added to the platform, whether they are entered manually or requested via the Driver App.

Setting Approval Permissions

Before any approvals can take place, a Company Admin must determine which users have the authority to approve absences.

1. Navigate to Settings.
2. Under the Management section, select Users.
3. Select the user whose permissions you wish to modify.
4. Go to the Permissions tab.
5. Set their specific permissions regarding which staff types they are authorized to approve absences for (e.g., Drivers, Office Staff, or Managed Staff only).

(See our Managing Users article to learn more about other settings here.)

Assigning Staff Managers

If you utilize the "can approve absences for managed staff" permission setting, you must assign a manager within each individual staff profile.

For Drivers:

1. Go to Settings > Drivers (under Scheduling Settings).
2. Open the driver's profile.
3. In the first tab, select the user under the "Managed by" drop-down menu.

For Office Staff:

1. Go to Settings > Office Staff (under General Settings).
2. Open the staff profile.
3. In the Personnel Details tab, select the user under the "Manager" drop-down menu.

Learn more about setting up office staff: Managing Office Staff and Absences

Absence Request Notifications

When an absence is requested (e.g., by a driver via the app):

• If the staff member has an assigned manager, the manager will receive an email notification.
• If the staff member does not have an assigned manager, the email notification will be sent to all users with permission to approve that staff type.
• The number of absences waiting for your action will be displayed in a red badge in the sidebar next to the Absence and Pending Approvals menu items.

Pending Approvals Screen

All newly created or requested absences that require authorization are directed to this screen. To access it, look on the sidebar under Absences > Pending Approvals.

• Automatic Approval: If the user creating the absence manually also possesses the necessary permission to approve it, the absence will be automatically approved and will not appear on this screen.

Approving and Rejecting

The listing of pending approvals provides key information to help you make your decision:

• Details: Staff name, type (Driver or Office Staff), reason, dates, number of days, and coverage impact.
• Coverage Impact: If there is a coverage impact (another staff member is off at the same time), a yellow indicator box will appear. You can hover over this box to view the names of the affected staff members.
• Action: Once reviewed, simply click Approve or Reject as required.

Once approved or rejected, the staff member will receive an email notification.

For more about how this process works from the driver's app side see: Requesting an Absence from the Driver's App.

For more about creating absence requests manually, see: Managing Driver Absences.