If an employee forgets to request time off, calls in sick after the fact, or needs historical time off recorded, you can manually add time off on their behalf. This bypasses the approval process and immediately updates their allowance and timesheet.
Add Time Off (for someone else)
Select the Time Off tile from the left-hand menu
Click on the Who's Off-Site tab (the calendar view)
Click the Add Time Request button
Select the Request Type (e.g., "Annual Leave", "Sick Leave")
Optional: Select the Site/Project if required
Click Select Person and choose the employee from the list
Choose the duration:
One Day: Select the date and choose Whole Day, AM Only, or PM Only
More Than One Day: Select the start date and end date
Optional: Add a Reason/Comment (e.g., "Employee called in sick – requested retroactively")
Click Add or Submit
The time off is now added and immediately appears as approved on the employee's record. If linked to timesheets, it will populate their timesheet with the appropriate hours.
Use Case
This feature is predominantly used by:
Super Users and Payroll/HR teams when managing time off administratively
Site Managers and Contract Managers who need to record time off for employees who were unable to submit requests themselves
Common scenarios include:
Employee forgot to book holiday before taking it
Employee called in sick and requests it be logged as paid holiday instead
Retroactively logging time off after timesheet discrepancies are found
Recording time off for employees who don't have mobile access
💡 Tips
Can add a comment explaining why you're manually adding time off for audit trail purposes
This can be done retroactively – useful for correcting past timesheets
The time off you add immediately affects the employee's allowance, so double-check dates and duration