Request Manager _Crew Member's Guide

This guide is for crew members who use Request Manager to submit requests (such as vacation requests) to the office for approval.

What is Request Manager? 

Request Manager is where you submit requests to the office and track their progress. Instead of using spreadsheets or emails, you can:

• Submit a request through a form.
• See the status of all your requests in one place.
• Communicate with your manager on the request itself if they need more information.
• Appeal a denied request after making changes. 
  

Glossary

• Request — a submission you make (e.g., a vacation request).
• Request type — a category of request the office has set up (e.g., “Vacation Request”). Each request type uses its own form.
• Policy — the rules attached to a request type that you must read and acknowledge before submitting.
• Manager — the person who approves or denies your request.
• Comments — the conversation thread on a request, where you and the manager can exchange messages.

Request Statuses

Status	What it means
Pending	You’ve submitted it; the manager hasn’t decided yet.
Approved	The manager has approved your request. It’s final.
Denied	The manager has rejected your request. You can edit and resubmit (this becomes an Appeal).
Appealed	You edited a denied request and resubmitted. The manager will decide again.

You’re allowed up to 2 appeals per request. After a second denial, the request is locked and cannot be changed.

 

Request Availability

Request types have a date window when they’re open for submissions:

• Within the active window, you can submit new requests. The + Add New Request button is visible.
• Before the window opens (the request is “Not yet valid”) — the form is read-only. The Valid from date is shown so you know when you’ll be able to submit.
• After the window closes (the request has “Expired”) — the form is read-only. You’ll see an Expired label in the tab. Existing requests stay visible, and the manager can still make decisions on them, but you can’t make any changes.

In both the not-yet-valid and expired states, the + Add New Request button is hidden.

Accessing the Request Portal

On Live, search “Requests” and choose “Requests: Your submitted requests”.  You will land on the Request Portal. Each request type the office has made available to you appears as a card.

Requester_view

If a card you expect to see isn’t there, you may not have the rank, qualification, or special role required for that request type. Contact your manager.

 

Submitting a new request

1. From the Request Portal, click the request card (e.g., Vacation Request).
2. Click + Add New Request.
3. Fill in the form fields (these vary by request type — for a Vacation Request, this is Date Span and Description).
4. Read the Current Policy shown in the dialogue (e.g., “Allowed days off for this season are 10 days”).
5. Check the tickbox for I have read and understood the current policy. The Submit button only becomes active once this is checked.
6. Click Submit.

Your new request appears in your list with the status Pending.

New_request_-_Requester_view

**Note on date selection: Some request types require a minimum amount of notice. When a notice period is set, dates too close to today are greyed out in the date picker and can't be chosen — you'll only be able to select dates beyond the notice window.

Viewing your requests

After clicking into a request type, you’ll see a table of all your submissions for that request type, with columns for CLC, Qualification, Rank, Status, From, To, Days, Created At, Updated At, and Answered At.

You only see your own requests.

List_of_requests_-_Requester_view

 

Editing a Pending request

While a request is Pending, you can open it and update the dates, description, or attachments. Edits update the request itself and notify the manager.

Comments are separate from the request data — sending a comment does not modify the request or push it back to the start of the queue. Use comments to add context the manager has asked for.

 

Deleting a Pending or Denied request

You can delete your own Pending or Denied requests using the trash icon on the row in your list view.

• The deletion is permanent — the request is removed entirely and cannot be recovered.
• Your manager is not notified when you delete a request.
• Important — appeal counter: deleting a Denied request counts toward your 2-appeal limit. If you’ve already had a request denied twice, deleting it does not give you another attempt to resubmit. If you intend to appeal, edit and resubmit the existing request rather than deleting it.

 

Handling a Denied Request — Appeals

If a manager denies your request, you can:

1. Open the denied request.
2. Read the manager’s feedback in the comments thread.
3. Update the dates, description, or attachments based on that feedback.
4. Resubmit.

The status changes from Denied to Appealed, and the manager makes a fresh decision.

You’re allowed up to 2 appeals per request. After a second denial, the request is locked — no further edits are possible. If you still want to pursue it, you’ll need to submit a new request.

 

Approved Request

Once a request is approved:

• You cannot edit the dates, description, or attachments.
• The delete (trash) icon is hidden on approved rows in your list — approved requests cannot be removed.
• You can still post comments on the thread.

**There is currently no way to cancel an approved request.

 

Comments

Each request has its own comment thread, visible in the request detail dialogue. Both you and the manager can post here. Comments are timestamped and attributed to whoever wrote them. Use comments to:

• Provide additional context that the manager has asked for.
• Explain a change you made before appealing.
• Coordinate after a decision has been made.
• Comments trigger an email notification to the manager.

Pending_request_-_Requester_view

Notifications you’ll receive

You’ll get an email when:

• A manager approves or denies one of your requests.
• A manager posts a comment on your request.

Note: When you post a comment, your manager is notified by email.

 

Known limitations

• No way to cancel an approved request. Once a manager approves, the request is final.
• Maximum of 2 appeals per request. After a second denial, the request is locked. Deleting a Denied request also counts toward this limit.
• Comments do not trigger email notifications.
• Attachment limits — to be confirmed.
• Roadmap: crew members to be able to send requests and view the request list as well as decisions on the profile page.