Team members ask for time off from their own profile. Admins and dispatchers
review every request on Team Management → Time Off and approve or
reject it. The person hears back in the app.
Request time off (drivers and mechanics)
Custom Hours. Custom Hours asks for a Start Time and End Time.
note.
While you fill it in, Selected Days lists each day in the range. If you
already have approved time off on any of those days, the sheet shows
Schedule Conflicts Detected. You can still send the request.
Your requests then show in the Time Off section of your profile with
their status: Pending, Approved or Rejected. If the office wrote a
note when deciding, it shows under the request as Note from the office. Once sent, a request
can't be edited or withdrawn from the app. Ask the office if your plans
change.
On a shared truck iPad, a request is filed for whoever is signed in with
their PIN, not for the truck.
Request time off from the office
Admins and dispatchers can also ask for their own time off:
Sick Leave, Personal, Family Emergency, Medical Appointment or Other) and
any Additional Notes (Optional).
New Request always files the request for you, the signed-in person. It
can't be used to enter time off on someone else's behalf.
Review requests (admins and dispatchers)
Team Management → Time Off opens Team Time Off with two views.
Roster View
The default view is a week grid: one row per team member, one column per day,
Sunday to Saturday. Move between weeks with the arrows. Each day shows
Time Off for approved requests and Pending for ones waiting on you.
Click a request to open Time Off Details: the person, the date range, the
time slot, the status, the reason and any notes. A pending request has a
Note to team member (optional) box and Approve and Reject buttons
here. A decided request shows the note that was sent under
Note to team member.
All Requests
A list of every request, newest first, with the person, the status, the dates
and time slot, and the reason. Use Filters to narrow it by Status
(All Statuses, Pending, Approved, Rejected) or by
From Date. Pending requests have Approve and Reject buttons on the
row (these send no note; open the request in Roster View to add one).
Approve or reject
person already has scheduled shifts on those days, you see
Time off approved with conflicts with the number of overlapping shifts.
The shifts are not removed. Move or reassign them on
Team Management → Scheduling.
Anything you type in Note to team member (optional) goes out with the
notification and shows on the person's own request.
Only admins and dispatchers can approve or reject. A driver or mechanic can't
change the status of any request, their own included: PortaPro refuses the
change on the server and in the database, not just by hiding the buttons.
How approved time off shows elsewhere
roster, and a shift that falls on a day off is counted as a conflict.
that day shows a Time Off badge. You can still pick them. PortaPro
shows the badge as a warning and does not block the assignment.
Pending requests do not show on the Scheduling roster or in Select Driver.
Notifications
notification titled New time off request with the name and dates.
Time Off Rejected as a bell notification and, if they allow it, a push to
their phone. It includes your note, if you wrote one, and tapping it opens
the Time Off section of their profile. Each person controls this in Settings → Notifications,
row Time Off Status (bell and push, no email).