Understanding how modification works

Modifying an absence allows you to update its dates, type, or description without deleting or creating a new request.
However, what you can modify - and whether you need reapproval - depends on your role, permissions, and the status of the absence.

Can I modify an absence as an employee?

Yes, but with some limitations:

• You can only modify your own absences.
• You can edit future absences (those that haven’t started yet).
• Once an absence has started or finished, it can no longer be modified.
• You need the “Request leaves” permission to request your own absences and to edit or withdraw them while they are pending.
• Once an absence is approved, you can only edit it if you also have the “Edit leaves and create for others” permission for your own absences. Otherwise, your manager or HR can change it for you.

How an employee can modify an absence

1. In your sidebar, go to Time Off
2. Locate the absence you want to modify
3. Click on the absence and select Edit
4. Make the necessary changes (dates, description, or absence type)
5. Click Save to confirm your changes

Admins and users with permissions

Admins and users with the "Edit leaves and create for others" permission can modify any absence, regardless of its status (pending, approved, or rejected).

They can:

• Correct information (dates, type, reason, etc.).
• Adjust durations or switch absence types.
• Apply changes directly from the employee’s Time Off tab.

How a user with permissions can modify an absence

1. In your sidebar, go to Organisation
2. Select the employee whose absence you want to edit
3. Open the Time Off tab and click the absence entry
4. In the pop-up window, modify the necessary fields:
   1. Dates
   2. Absence type
   3. Description or reason
5. Click Save to apply the changes

Let employees request time off without changing approved absences

If your company needs approved absences to stay fixed (for example, an annual holiday plan), you can let employees request time off without letting them change it once it is approved:

1. In your sidebar, go to Settings
2. Click on Permissions
3. Select the permission group and go to the Time off section
4. Keep Request leaves enabled
5. Turn off Edit leaves and create for others for their own absences
6. Click on Save changes

Employees can still request time off and change or withdraw it while it is pending. Approved absences stay as they are.

Important notes

• Future absences can be modified freely (based on permissions).
• Past absences cannot be edited by the same employee - only users with permissions can update them if necessary.
• Factorial automatically recalculates balances after each modification.

FAQ

1. Can employees modify past absences?
   No. Only Admins or HR users can edit past absences.
   
2. Does modify an absence affect balances?
   Yes. Factorial automatically adjusts balances to reflect any changes made.
   
3. Why can't I edit my approved absence?
   You have permission to request time off, but not to edit approved absences. Your manager or HR can change it. If you ask One, it explains who can make the change and offers to send them your request, cancel the absence, or request extra days.