# Use Case: Approve/Reject Vacation Requests and PTO

Source: [https://docs.virtosoftware.com/docs/calendar-overlay-pro/working-with-virto-calendar/use-case-approve-reject-vacation-requests/](https://docs.virtosoftware.com/docs/calendar-overlay-pro/working-with-virto-calendar/use-case-approve-reject-vacation-requests/)


This use case demonstrates how to manage team vacation requests by setting up an approval workflow in a SharePoint list and accessing it directly through Virto Calendar.

## **Steps to Enable Vacation Request Approvals:**

1. **Set Up Content Approval in SharePoint List**.
   - Open your **Vacation List**.
   - Click the **cog icon** (top-right corner) and select **List settings**.

![Cog icon menu with List settings selected on a SharePoint Vacation List](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation1-1024x351.png)

- Go to **Versioning settings**.

![Versioning settings option in the SharePoint Vacation List settings page](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation2-1024x856.png)

- Enable **Content approval** by selecting **Yes**.

![Content approval set to Yes in SharePoint versioning settings for the Vacation List](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation3-1024x200.png)

- Choose who can view draft items and click **OK**.

![Choosing who can view draft items and confirming with OK in SharePoint versioning settings](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation4-1024x192.png)

2. **Create an Approvers Group:**

- Navigate to **Site settings** via the cog icon.

![Opening Site settings through the cog icon menu in SharePoint](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation5.png)

- Under **Users and Permissions**, select **People and groups**.

![People and groups selected under Users and Permissions in SharePoint Site settings](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation6.png)

- Click **More...** in the left-hand menu under **Groups**.

![More option under Groups in the left-hand SharePoint People and groups menu](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation7.png)

- Select **New** → **New group**.

![New then New group selected to create an approvers group in SharePoint](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation8.png)

- Enter a group name and assign the **Design** permission level (includes "Approve").

![Naming the new group and assigning the Design permission level in SharePoint](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation9-1024x652.png)

- Add users to the group by selecting **New** → **Add Users**

![New then Add Users selected to add members to the approvers group in SharePoint](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation10.png)

- Find the users, and click **Share**.

![Finding users and clicking Share to add them to the approvers group in SharePoint](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation11.png)

- Now you have a list of uses who can approve/reject vacation requests:

![List of users in the approvers group who can approve or reject vacation requests](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation12.png)

**Approve/Reject Requests in SharePoint:**

- Open the **Vacation List**.
- Select a vacation request.
- Click the **Approve/Reject** button on the ribbon.

![Approve/Reject button on the SharePoint ribbon with a vacation request selected](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation13-1024x275.png)

In the dialog window, update the **Approval Status** as needed.

![Dialog window for updating the Approval Status of a vacation request in SharePoint](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation14.png)

The same way approval is now available in Virto Calendar:

- Open your **Virto Calendar** app.
- Click on a vacation event in the calendar.
- Use the **Approve/Reject** button to update the approval status directly within the calendar.

![Approve/Reject button used on a vacation event directly inside Virto Calendar](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation15-1024x390.png)

### **Color-Code Vacation Calendar by Approval Status:**

1. Click the calendar name (top-left corner).

![Clicking the calendar name in the top-left corner of Virto Calendar to open its settings](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation17.png)

2. Open **General settings** → **Edit data source**.

![Edit data source under General settings in Virto Calendar configuration](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation18-1024x548.png)

3. Go to the **Color-code tab**:

- Select **Approval status** in the drop-down menu.
- Assign colors to different statuses.

![Color-code tab assigning colors to Approval status values in Virto Calendar](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation19-1024x490.png)

4. Go to the **Tooltip tab**. Add **Approval status** and **Approver comments** to display in the tooltip for your convenience.

![Tooltip tab adding Approval status and Approver comments fields in Virto Calendar](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/vacation20-1024x567.png)

Here’s an example of a tooltip showing the approval status and comments:

![Vacation event tooltip showing approval status and approver comments in Virto Calendar](https://img-docs.virtosoftware.com/wp-content/uploads/2025/01/Vacation21-1024x781.png)