Absences - PlanFast Wiki

What are absences?

Absences are planned days off — vacation, appointments, personal reasons — where you announce in advance that you can't work. Sick leave is a separate flow because it's short-notice: see Sick Leave.

The absence request

An absence is always an absence request — you submit, an admin decides:

1. Submitted

You set the time range and reason. The request lands on the admin's dashboard.

2. Processed

Admin accepts, declines or closes the request with a reason. You're notified by push and on the dashboard.

3. Effective

If accepted you're removed from scheduling for the time range. Already-assigned shifts get flagged and need to be reassigned by the admin.

Submitting an absence

1

In the menu, "Absences"

You see all your past requests with status.

2

Create a new request

Pick a time range, optional reason/note. The overview shows all the key facts for confirmation ("Your absence request at a glance").

3

Submit

Confirmation: "You submitted an absence request from <startDate> to <endDate>."

Possible status flows

Action	Who	What happens
Request submitted	Employee	Admin gets push, request appears on the dashboard.
Request accepted	Admin	Employee freed for the time range, affected shifts flagged.
Request declined	Admin	Employee receives push: "Your absence request was declined."
Request closed	Admin	Request closed with reason — e.g. when handled or no longer relevant.
Request edited	Either	Time range or reason changed. The other side is notified.
Request expired	System	If the time range has passed without anyone responding: request automatically closed.

What happens to assigned shifts?

If you request absence for a time range where you already have shifts assigned:

On accepted absence, those shifts are flagged "needs reassignment".
The admin can reassign them manually or run the algorithm again.
The schedule shows that the gap was caused by an absence.

Tip: plan early

The earlier you submit a vacation request, the easier the rescheduling. Ideal: before the schedule for that time range is created — your absence then surfaces during the AutoPilot run and no gaps appear in the first place.

Absence by admin

Admins can also enter absences directly for employees — e.g. for placeholders or when someone can't use the app. Works like creating a request, but is immediately accepted.

If an admin deletes an absence, the employee sees: "The absence was deleted by an administrator."

Absence overview

In the Absences area you see all your past requests with date, reason and status. Admins see absences for the whole team and can filter them.

Pending requests also show on the dashboard as items to action.