Email Approvals
Approve or reject leave requests from your email in Holiday Ocean 360: what the email contains, how its secure links work, and expired links.
Email Approve / Reject
Available on Professional plan and above.
Managers can approve or reject leave requests directly from email — no login required.
How It Works
- A team member submits a leave request
- You receive a notification email with the full request summary
- Click
ApproveorRejectdirectly in the email - You’re taken to a secure web sheet that confirms your action and records the decision instantly in Holiday Ocean 360
What the email includes
Each notification email contains everything you need to decide:
| Section | Details |
|---|---|
| Employee info | Name and department |
| Request details | Leave type, dates, and day count |
| Balance | Remaining days for this leave type |
| Policy verdict | Compliant or Non-Compliant |
| Team conflicts | Team members already off during the same period |
Two buttons appear at the bottom: Approve and Reject.
Email approvals are ideal for managers on the go — make decisions from your phone without opening the app.
Security
Email approval links are protected with multiple layers:
| Protection | Description |
|---|---|
| Single-use | Each link can only be used once |
| Time-limited | Links expire after the configured timeout |
| Authenticated | Tied to your manager account via a secure token |
Rejections via email
When rejecting via email, the web sheet asks for a rejection reason before the decision is recorded. This ensures the employee always receives an explanation with their decision.
Rejection reasons are required — they become part of the decision explanation visible to the employee and recorded in the audit log.
Expired or used links
If an email link has expired or has already been used, you’ll see a message prompting you to sign in and use the web-based Decision Card instead.
If you suspect an email approval link was forwarded to an unauthorized person, contact your HR administrator immediately. Links are cryptographically tied to your account and cannot be used by others.