Add absences on behalf and adjust balances

From Work Time › Planning, admins can record absences for other members (for example a sick leave reported by phone, or a company closing day imposed on everyone) and correct a member's leave balance.

Before you start

• You need the Admin or Super admin access level. Managers and scoped admins can't add absences for others.
• For a balanced absence type, the member must be assigned to one of its policies.

Add an absence for one member

1. Go to Work Time › Planning and find the member (use Search or the filters).
2. On the member's row, press on the first day of the absence and drag to the last day, then release. You can select half-days where the member's schedule has them.
3. The Add absence (on behalf) window opens, with the member shown at the top and the dates pre-filled. Adjust the Duration (Single day or Multiple days), the dates and the day parts if needed.
4. In the Leave Balance block, check how the days are split across the member's policies. Adjust the numbers, or click Add another type of absence to use an unbalanced type (for example sick leave). Total days must match.
5. Choose the Reference contact (it defaults to the member's manager) and optionally click Add description.
6. Click Next, check the Request summary, then click Submit.

The member receives an email ("Mandatory absence") and a notification telling them that an absence was scheduled for them. The absence is created as a Pending request: it appears hatched in the planning and in Work Time › Requests, where it must be approved like any other request before the days are deducted from the balance. You can approve it straight away from the planning by clicking the bar and choosing Approve.

Add an absence for several members

Use this to impose the same absence on a group, for example a company closing day on a bridge day.

1. Go to Work Time › Planning and click Add absences at the top right. The Add absence (on behalf) window opens.
2. Step 1 – details: choose the Duration (Single day or Multiple days), the dates and the day parts (All day, Morning or Afternoon for a single day; All day or Afternoon for the first day and All day or Morning for the last day), then the Policy to use (the list shows the policies of balanced types and the unbalanced types). Optionally click Add description. Click Next.
3. Step 2 – assignees: "Here, you can select the user you want to apply the absence to." The table lists the members who can receive this policy (those assigned to it for a balanced type, every active member for an unbalanced type), except people who already have an absence on these dates. The Days/balance column shows the days the absence will cost each person and their balance, for example "1/2.73". Search, filter and tick the members, or select all. Click Continue.
4. Step 3 – summary (Request summary): check Requested for (for example "1 member"), the Duration, the Policy and the description, then click Add.

The absences are created already approved: the days are deducted immediately and the members can't cancel them themselves. Each member receives a "Mandatory absence" email and a notification. The message "Absence added for selected members. They will be notified by email." confirms it.

If some members had no working day to count in the period (for example because of their schedule), they are skipped and a message tells you how many: "(count) member(s) were skipped: their period had no working day to count."

To remove an imposed absence, cancel it from the Approved tab of Work Time › Requests: the days are credited back.

See a member's balances

1. In Work Time › Planning, click the member's name in the left column.
2. The Leave Balance window opens, showing the member at the top and one card per policy with Current balance, Day booked, To be accrued and Estimated balance.
3. Use Before to estimate the balance at the end of a future month (up to 12 months ahead).
4. Click the history icon of a card to export the balance history of that policy (see Balances and exports).

Adjust a member's balance

Use a manual adjustment to add days (for example seniority days or a transfer from a previous system) or to remove days (for example to correct an error).

1. Open the member's Leave Balance window as described above.
2. Click the edit icon ("Adjust this user's balance for this policy") on the policy card.
3. The Adjust balance step opens. Check or change the Policy under Choose the policy.
4. Enter the Amount, in the policy's counting unit, in steps of 0.5. Use a positive number to add days and a negative number to remove days.
5. Pick the Effective date of the adjustment.
6. Optional: click Add description to explain the adjustment (up to 400 characters).
7. Click Save. The Apply this balance update? dialog summarizes the change, for example "This will adjust “Paid leave” for Jane Doe by 2 worked days, effective (date). This action cannot be undone." If the balance would become negative, a warning shows the resulting balance.
8. Click Confirm.

"Policy balance updated successfully." confirms the adjustment. The member receives an email ("Absence types balance updated") and a notification with the policy, the amount and the effective date.

Common questions

The member doesn't appear in the assignees step.

For a balanced type, only members assigned to the selected policy are listed: add them to the policy first. Members who already have a pending or approved absence overlapping the chosen period are also excluded.

"This member has no absence policy available for these dates."

The member isn't assigned to a balanced policy covering these dates. Use Add another type of absence for an unbalanced type, or assign them to a policy.

Can a manager add an absence for a team member?

No. Only admins and super admins can create absences for others. Managers can ask their admin, or ask the team member to submit the request.

Is the member warned when I adjust their balance?

Yes, by email and in-app notification.