Table of Contents
- Roles and access
- How to edit an absence entry
- What employees can edit themselves
- What only administrators can edit
- What you can edit based on status and timing
Roles and access
| Access | Role |
|---|---|
| Edit and delete any absence entry | System role: Absence → Absence management or User role: See and edit → Absence |
| Edit own upcoming absence | All employees |
| Edit own ongoing or historical absence (limited) | All employees — with restrictions, see below |
How to edit an absence entry
From the Absence module:
- Go to the Absence module
- Navigate to "All absence"
- Find the absence entry
- Click the three dots next to the entry
- Click "Edit details"
- Make your changes and click "Save"
From the employee's profile:
- Go to the People module and open the employee's profile
- Navigate to the "Absence" tab
- Click "History" for historical absence, or find the entry under "Upcoming"
- Click the three dots next to the entry
- Click "Edit details"
- Make your changes and click "Save"
What employees can edit themselves
Employees can edit their own absence within certain limits. What they can do depends on whether the absence is upcoming, ongoing or historical.
Upcoming absence (both dates in the future):
- Can edit all details regardless of status (pending, approved or auto-approved)
- Can delete the entry
Ongoing absence (start date in the past, no end date or end date in the future):
- Can set or change the end date to today or a future date
- Cannot change the start date
- Cannot delete the entry
- If extending an approved absence, the status changes back to Pending
Historical absence (both dates in the past):
- Can change the end date to a later date than originally set
- Cannot change the start date
- Cannot delete the entry
- If extending an approved absence, the status changes back to Pending
What only administrators can edit
Regardless of status or timing, only users with absence management access (system role or user role) can:
- Delete ongoing or past absence entries
- Change the start date of ongoing or past absence entries
- Change the work related status of ongoing or past absence entries
💡 If an employee needs to correct a start date or delete a past absence, they must contact an administrator to make the change on their behalf.
What you can edit based on status and timing
| Pending | Approved | Auto-approved | |
|---|---|---|---|
| Upcoming — both dates in future | Edit all, delete | Edit all, delete | Edit all, delete |
| Ongoing — start in past, no end date or end date in future | Edit all, cannot delete | Change end date only, cannot delete | Change end date only, cannot delete |
| Historical — both dates in past | Edit all, delete | Change end date to later, delete | Change end date to later, cannot delete |
⚠️ Extending an approved or auto-approved absence will change the status back to Pending, triggering a new approval request.