Withdraw a Headcount Approval or Change Request

Last updated: May 19, 2026

Withdraw a headcount request or change request while it is still In Approval, returning it to Draft so you can make corrections and resubmit. This feature is available to the original requestor of the headcount or change request.

Overview

Previously, if you submitted a headcount request or change request and noticed an error — wrong compensation, incorrect department, missing details — you had to either wait for the full approval chain to complete or ask an approver to deny the request. Both options slowed down planning and created unnecessary noise for approvers.

With the withdraw action, you can pull back a request at any point before final approval. The headcount returns to Draft status, the change request is cancelled, and all approvers are notified. You can then edit the request and resubmit when it is ready.

Prerequisites

  • You must be an admin or the original requestor of the headcount or change request

  • The request must be in In Approval status (withdraw is not available after final approval)

Steps

  1. Navigate to the headcount that is currently In Approval. You can find it from the Hiring Plan, your My Tasks list, or by searching for the headcount ID.

  2. Open the Headcount Details drawer for the request.

  3. Click Withdraw.

  4. Enter a reason for the withdrawal. This field is required — the reason is captured in the Headcount Ledger for audit purposes.

  5. Confirm the withdrawal.

Note: Only the person who originally submitted the request can withdraw it. If you are an approver or admin and need to stop a request, the appropriate action is to deny it instead.

What Happens After You Withdraw

When you withdraw a request, several things happen automatically:

  • Headcount status changes from In Approval to Draft — the position moves back to its editable state, and any in-flight approvals are cancelled.

  • Change requests are cancelled — if the withdrawal is on a change request, that change request is removed from the approval queue entirely.

  • All approvers are notified — anyone in the approval chain receives a notification that the request has been withdrawn, so they know no action is needed.

  • Headcount history is updated — the withdrawal, including your reason, is recorded in the Headcount Ledger for a complete audit trail.

Once the headcount is back in Draft, you can edit any fields — compensation, department, title, start date, or any other details — and resubmit for approval when ready.

When to Use Withdraw vs. Other Actions

  • Withdraw — You submitted the request and realize something needs to change before approval completes. Use withdraw to pull it back, fix it, and resubmit.

  • Deny — You are an approver and the request should not move forward. Denial is final; a new request must be created.

  • Request Changes (as an approver) — You are an approver and want the requestor to update specific details before you approve. The request stays in the approval flow.

Important: Denial is final — a denied request cannot be resubmitted or converted. If you are a requestor and want to preserve the ability to resubmit, withdraw the request before it is denied.