Managing time off approvals shouldn’t require jumping between calendars, policies, and past records. With One AI, managers and admins can make fair, informed decisions instantly, using all the relevant context in one place. In this article, you’ll learn when to use this feature, how it works, and how to get the most out of it.
Overview
One AI acts as an Approval Assistant for time off requests. It brings together team availability, company policies, and historical data to help you review and approve requests quickly and confidently—without switching screens or manually checking for conflicts.
When and why it should be used
Use this feature when you:
- Have pending time off requests to review.
- Need to check team coverage or shift conflicts before approving.
- Want to ensure fairness by reviewing historical time off.
- Need confirmation that a request complies with company policies.
This is especially useful for managers handling multiple requests or teams with complex schedules.
How to use
- Open One AI in Factorial
- Then, you can:
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Ask about pending approvals, for example:
- “Which time off requests are awaiting my approval?”
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Review a specific request by asking:
- “Can I approve Maria’s pending time off request?”
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Check for conflicts or coverage, if needed:
- “Who else will be off on the same dates?”
- “Are there shifts already planned for those days?”
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Review historical context or fairness, for example:
- “Did this person have holidays on Christmas last year?”
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Confirm policy compliance:
- “Does this request meet company policies?”
- Approve or reject the request directly, based on One AI’s recommendation and supporting information.
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Ask about pending approvals, for example:
One AI automatically cross-references the absence calendar, work schedules, and company rules to give you a clear “yes” or “no” recommendation.
If you don’t see any pending approvals, make sure you’re assigned as an approver for time off requests and check that there are actually requests in a pending status.
If One AI can’t confirm policy compliance, it usually means policies are incomplete or unclear. Review your Time off policies to ensure rules are properly defined.
If the availability information seems incorrect, verify that team schedules and shifts are up to date in the Time module.
Tips and Best Practices
- Use natural language: you don’t need exact commands—ask questions as you would normally.
- Combine questions if needed, for example:
“Can I approve this request, and will the team still be covered?” - Rely on historical insights during high-demand periods (holidays, summer) to ensure fair rotations.
- If something looks unclear, double-check the underlying policy settings in Time Off.
FAQ
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Who can use Smart Time Off queries in One AI?
All managers and admins with access to One AI can use Smart Time off management and approvals.
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Does One AI automatically approve requests?
No. One AI provides recommendations and context, but the final decision is always yours.
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Can One AI check future and past absences?
Yes. It can review upcoming absences and historical data to support fair decision-making.