My Absences

This page shows your personal leave and absence account: how many days you have left per absence type (e.g. vacation, sick leave), which absences are already approved or upcoming, and a year calendar with all your absences and holidays. You can also request a new absence here and view your complete request history - including rejected and cancelled requests.

What can I do here?

• View your allowances per absence type (e.g. how many vacation days you have left)
• View a year calendar with your approved and requested absences plus your personal holidays
• View your current/upcoming and past absences as a list
• Request a new absence (e.g. vacation or a half day)
• Switch between years to view past or future years
• Open the "All requests" tab to see your full request history - including rejected and cancelled requests, which are deliberately left out of the year calendar (see below). Filter by status and, for any request, see the rejection reason and who decided.
• Use the balance forecast to pick a future date and see how many days you are expected to have left per absence type at that point - with a breakdown of what was counted.

How the page is arranged: Two tabs sit at the top: "Year overview" (the default view) and "All requests". In the year overview, your allowance tiles sit at the very top; on wide screens the two lists "Current & upcoming absences" and "Past absences" sit directly to their right, followed by the year calendar with all twelve months below. If your window is narrow, the blocks stack underneath each other - you never have to scroll sideways. The "All requests" tab instead shows a filterable table of all your requests regardless of status, with a detail panel per request.

Step by step

1. Request an absence: Click "Request absence" in the top right. In the window that opens, choose the absence type, the date range (From/To), optionally "Half day", and a reason. Confirm with "Submit". The request gets the status "Pending" and is automatically sent to your manager or HR for review.
2. Check your allowance before requesting: Open the allowance card for the absence type you want and look at the "Available" value. Click the info icon for a detailed breakdown (already used, planned in the future, carried over from last year).
3. View a different year: Use the arrows on either side of the year number to switch to another year. Allowances, calendar, and lists update automatically for the selected year.
4. Track the status of a request: Your request appears immediately in the "Current & upcoming absences" list marked "Pending" - and in the year calendar as outlined days in the colour of the absence type. Approved days are filled in solid, so you can see at a glance what has already been decided. A public holiday stays red even when your request runs across it - so does a holiday that falls on a non-working day (3 October on a Saturday, for instance); it additionally carries a border in the non-working-day colour and is called "Holiday on a non-working day" in the legend. Once the request has been reviewed, the status changes to "Approved" or "Rejected". The legend below the calendar heading shows a colour pattern for each of these six states (Absence, Absence on a non-working day, Holiday, Holiday on a non-working day, Non-working day, Requested) - for "Absence" and "Requested" it uses the actual configured colour of that absence type (green for vacation, for example), not a fixed placeholder colour.
5. Highlight a request in the calendar: Click an entry in either list. The request is selected, its days and the affected months are outlined in the year calendar, and the first affected month scrolls into view. If the request lies in a different year, the view switches there automatically. Clicking the same entry again removes the highlight. The selection is also part of the address bar - you can share the link and the highlight is preserved.
6. View rejected or cancelled requests: Switch to the "All requests" tab at the top. Every one of your requests appears here without exception - including ones that are not visible in the year calendar because they are no longer in effect. Use the status filters above the table to narrow down to, for example, "Rejected" or "Cancelled". Clicking a row opens a detail panel with the date range, days, reason, and - for rejected requests - the rejection reason plus who decided and when. For cancelled requests, the detail panel shows whether you cancelled it yourself or HR did.

flowchart LR
    A[Submit request] --> B[Status: Pending]
    B --> C{Reviewed by<br/>manager/HR}
    C -->|approved| D[Status: Approved<br/>counted against allowance]
    C -->|rejected| E[Status: Rejected<br/>no effect on allowance]
    B -->|cancelled| F[Status: Cancelled<br/>no effect on allowance]
    D -->|cancelled| F
    E --> G[Visible only in the<br/>"All requests" tab, with reason/decider]
    F --> G

Record an absence that already happened

If you enter an absence afterwards whose end date already lies in the past, SCS treats it as a backdated entry:

• May you approve absences yourself? The entry is then created as "Approved" right away and the days are deducted from your allowance immediately - it never shows up as "Pending". It permanently carries the marker "Backdated".
• May you not? Everything stays as before: the request goes to review as "Pending". The reviewer explicitly sees a note that the period lies in the past.

Requests for the future are not affected - they go through review unchanged, even if you would be allowed to approve them.

Balance forecast to a chosen date

Above the allowance cards sits the "Balance forecast" panel: it answers "will my vacation last until December?" directly, without you having to do the math yourself.

1. Pick a date: Click the date field and choose a date in the future.
2. Read the forecast: A card appears for each absence type with the projected balance at that date. If it differs from your current balance, a smaller number next to it also shows today's value.
3. Check the breakdown: Below that, the card lists which approved absences were counted into the forecast - with their date range and days.
4. Watch open requests: If a not-yet-approved request falls within the window up to your target date, a note shows its day count. These days are not subtracted in the forecast - only an approval actually lowers the balance.
5. Watch expiry: If a carry-over from last year expires by your target date, a note names the expiry date and the affected day count - those days are already excluded from the forecast.

A date in the past shows an explanatory note instead of a forecast - there is nothing to forecast there. Likewise, a date whose year has no allowance set up yet (for example because next year has not been provisioned yet) shows a matching note instead of a number.

The chosen date lives in the address bar - a shared link opens the same forecast for the same date for the recipient (with a matching permission).

Fields explained

Values & status

Request status

Why does a rejected or cancelled request disappear from the year overview? The year calendar deliberately shows only what's still relevant for your leave planning: approved and pending days. Rejected and cancelled requests no longer count against your allowance and would only clutter the calendar if they kept showing up as coloured blocks. They have not disappeared - they are simply only shown in the "All requests" tab.

FAQ

How many vacation days do I have left?
Look at the "Available" number on the allowance card for that absence type. This value already accounts for days already taken and for approved-but-upcoming days.

What does "Planned" mean?
These are days that have already been approved but whose period is still in the future - they are already subtracted from "Available", but not yet "taken".

Do weekends and holidays count?
No. Weekends and public holidays are automatically excluded when calculating the number of days requested.

Can I request a half day?
Yes, via the "Half day" checkbox in the request form. This is only possible when "From" and "To" fall on the same day.

Can I request a type that has no allowance set up (e.g. sick leave)?
Yes. The dropdown lists every active absence type, regardless of whether an annual allowance has been assigned to you. Types without an allowance (typically sick leave) deduct no balance, and no remaining balance is shown for them.

Why don't I see any absence type to choose from?
If the request dialog shows a "No absence types configured" note and the "Submit" button is disabled, your organization has not set up an active absence type yet. In that case, contact HR.

Can I cancel a request I already submitted, here on this page?
No, this page does not offer a way to cancel your own requests. Contact your manager or HR for that. In the employee portal (a standalone application for staff, in preparation - see Employee Portal: Absences), however, you can withdraw a pending request of your own - the request list there carries a "Cancel" button.

What happens when I click "Cancel" in the employee portal (in preparation)?
Nothing is cancelled yet. A confirmation window opens that names the date range of the request concerned and states what the cancellation sets off: it goes to HR and retracts the entry in the shared calendar. Only clicking "Cancel" inside that window withdraws the request. If you choose "Cancel" (dismiss) instead, or close the window, the request stays untouched at "Pending" - nothing was sent. A completed cancellation cannot be undone, but you can submit the request again.

Who approves my request?
Your manager or HR sees your request in a separate approval view and approves or rejects it there. This page only shows you the current status.

I had a request that's gone now - was it deleted?
No. If it was rejected or cancelled, it only disappears from the year calendar and the two lists in the year overview - those deliberately show only approved and pending requests. Open the "All requests" tab and filter by status if needed: your request is still there, including the rejection reason or who cancelled it.

How do I find out why my request was rejected?
Open the "All requests" tab, optionally filter by "Rejected", and click the request. The detail panel's "Decision" section shows the rejection reason plus the name and time of the person who decided. If no reason appears, none was entered when the request was rejected.

Will my vacation last until a certain date?
Use the "Balance forecast" panel above the allowance cards: pick a date and you instantly see the expected balance per absence type at that point - with a breakdown of what was counted.

Why doesn't the forecast change when I pick a later date?
The projected balance already accounts for every absence approved this year - including ones still upcoming. A later date therefore shows the same value as long as no further approved request or expiry falls in between. That is intentional: the forecast shows your actual end state, not just the state up to some intermediate date.

Related topics

• My Time Tracking
• My Shifts