Add an absence in the schedule

When an employee is away, marking it in the schedule keeps your view true to reality and feeds the counters and reports correctly. An absence is recorded directly from the schedule management, without waiting for an employee request. It's ideal for an unexpected absence (illness, emergency) or to record an absence that has already been approved.

Open the absence form

Go to Schedules → Schedule management. Hover over the employee's cell on the correct date and click + Add a shift. In the panel that opens, switch to the Absence tab (next to Shift and Unavailability).

The fields of an absence

• Absence type: the dropdown lists the types configured on your account, for example Authorized absence, Unjustified absence, Statutory leave, Public holiday, Illness. Each type has its own color in the schedule. Types are managed in Settings ⚙️ → HR → Absences.
• Section: the relevant section, where applicable.
• User: the absent employee (already pre-filled if you started from their row).
• Full day: an option to cover the whole day. If you leave it disabled, you specify a start and end time.
• Paid absence: indicates whether the absence is paid or not.
• Start and End: the times of the absence (when it's not a full day).
• Shortcuts: shortcuts to quickly fill in common durations.
• Absence not counted in worked hours: excludes the absence from the total worked hours.
• Comment: a free note about the absence.
• Recurrence: to repeat the absence over several days via Add a recurrence.

Click Create shift to save. The absence appears in the schedule with the color of its type.

Difference with leave requests

Adding an absence from the schedule is a manual entry by the manager, recorded immediately without validation. Leave requests, on the other hand, are initiated by employees from the mobile app and land in Schedules → Absence requests to be processed. Once accepted, they are automatically added to the schedule. Both methods feed the same balance counters and the same reports.