On the Time off page, you can request leave, report an absence and check the status of your requests. You can also see approved absences in your team at the level of detail set by your employer.
The absence type determines whether a manager’s decision is required:
- A request is submitted for approval.
- A notification takes effect immediately without separate approval.
The form always shows the appropriate action: Submit for approval or Notify.
Make a request or notification
- Open Time off. Select a date range in the leave calendar or click New leave or absence.
- Select the Type, start date and end date.
- If the absence covers only part of a day, select Coming in later, Leaving earlier or Other time under Part of a day. The available options depend on the absence policy.
- Add a Reason (optional) if needed.
- Check the preview for the duration, balance impact and any warnings or conflicts.
- Click Submit for approval or Notify. You can also choose Save draft and continue later.
For a multi-day absence, the first and last day can be defined separately. If a day has no fixed working hours, you can enter the absence as a duration.
You can also start a one-day partial absence from the working time calendar. Absence for part of the day opens the same form and suggests the part of the day that has not yet been recorded.
Add the required attachments
Under Attachments, you can add a medical certificate or another supporting document. The maximum file size is 25 MB.
An absence policy may require a medical certificate immediately or only after a set period of self-certified absence. The form tells you if a certificate is missing. Attachments are visible only to you, the manager making the decision and administrators.
Attachments can be changed only before the decision. Add the certificate while the request is still being processed.
Check your leave balance
The Leave balance row shows your available balances, such as Annual leave, Additional leave days, Free time, Saved leave and Holiday bonus leave. Select a balance to open the Balance breakdown, where you can see the opening balance, accruals, usage and adjustments.
Flexitime, time bank and working-time reduction balances are not leave balances. They are shown in balance accounts; see Balance accounts.
Withdraw a request or cancel an absence
The status determines which actions are available:
| Status | Action | What happens |
|---|---|---|
| Draft | Edit or delete | The request has not been submitted. |
| Pending approval | Withdraw request | The request is removed from the approval queue. |
| Approved | Cancel absence | The approved absence is cancelled and removed from shift planning. |
| Rejected, Cancelled or Withdrawn | Create a new request from this | The previous details are copied to a new request. |
If you fall ill during annual leave, open the approved leave and select Interrupt leave due to illness. Enter the First day of illness to see which days return to your leave balance, then confirm with Yes, interrupt the leave. The conditions for the interruption depend on your employer’s settings and section 25 of the Annual Holidays Act.
You can remove the first or last day of a multi-day absence separately in the working time calendar. Removing a day from the middle of the period requires changing the period or creating new periods.
After the request is approved
You do not need to make a separate time entry for an approved full day off. Full days that have already ended are confirmed and approved as part of the absence decision. Future full days are processed automatically after each day ends.
For a partial day, record and confirm the time you worked as usual. The absence hours appear as a locked Credited (absence hours) row and do not need to be entered manually.
If something goes wrong
The day cannot be confirmed while the request is being processed. Days covered by a request awaiting approval cannot be confirmed in time tracking. The day becomes available again if the request is rejected or withdrawn.
Work has already been recorded for the selected time. Correct the time entry or change the absence times. The preview shows the overlap before you submit.
The request exceeds the visible leave balance. In some cases, the request can still be submitted even if it cannot yet be approved. The preview also shows any accrual not yet calculated and whether advance leave is allowed.
An attachment needs to be replaced after the decision. Attachments cannot be changed after the decision. Contact your manager.