Changing or cancelling someone's leave

Role managers, leave managers, team managers and org admins can cancel leave for the team members they decide for, and team managers and org admins can change it too.

When someone comes back early or needs an extra day, putting the record right keeps their allowance honest. It’s also a good moment to check in with them.

Cancelling leave

1. Open the leave from Requests, the calendar, or wherever it’s listed.
2. Select Cancel Request. On a pending request you’re deciding, it’s Cancel request, beside the other links.
3. Choose a Reason, then select Cancel leave. Keep it leaves everything as it was.

The days go back into their allowance. They’re emailed with your reason and a suggestion to check in with you if they weren’t expecting it, and the managers who decide for them are told too.

Who can cancel what:

• Before it starts: any manager who decides for them can cancel pending or approved leave. Role managers can do this within their own team role.
• Once it’s started: only org admins and team managers. A team manager can’t cancel their own leave once it’s under way.
• Once it’s ended: it’s a record of time taken, and can’t be cancelled.

Excusing someone from a closure

If your organisation books leave for a company closure, cancel that team member’s closure leave in the same way to excuse them from it. They can’t cancel it themselves.

Changing leave

Team managers and org admins can change someone’s dates, leave type, half days or times, on pending or approved leave that hasn’t ended yet. Only an org admin can change their own. Leave booked for a company closure can’t be changed, only cancelled.

1. Open the leave and select Edit.
2. Edit Leave for their name opens with the leave filled in. Make your changes.
3. Select Save Changes. The changes apply straight away, and they get an email saying so, unless they’ve turned off Leave changed for you. Org admins go back to that team member’s leave on their page; team managers go back to Requests.

What to know:

• You can edit pending or approved leave up to and including its last day. Leave that has ended can’t be edited, and nor can closure leave: change the closure, or cancel it to excuse them.
• It keeps its status. Approved leave stays approved, and a pending request still waits for a decision.
• Notice periods, the allowance, no-leave dates, past dates and how far ahead your team can book don’t hold you back, because you’re correcting a record. It still can’t overlap their other leave.
• The days are recounted against their own working week.
• The Note starts with the current manager’s note. Whatever you leave there replaces it and goes in their email.
• If approved leave moves onto a day they’d booked a desk on the rota, the desk is freed up.
• Editing your own leave sends no email.