> ## Documentation Index
> Fetch the complete documentation index at: https://absentify.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Create absence requests on behalf of employees
> How managers can create absence requests on behalf of employees in their department in absentify, including overlap warnings and approval workflow.
As a manager, you have additional permissions in absentify, allowing you to create absence requests on behalf of employees in your department. This guide explains the steps to create a request for someone else, building on the general process outlined in the [employee guide](/docs/en/roles/employee/create_an_absence_request).
***
## Create a request for an employee
Go to the **Overview** page in absentify and access your department’s employee roster. This section lists all the employees for whom you can create requests.
Select the employee’s name from the roster. This opens their calendar view. From there, select **Create request** or select the date(s) for the desired absence period.
In the request form, select the **Leave type** from the dropdown menu, just as you would when creating a request for yourself. Ensure that the selected type aligns with the employee's available allowances and company policies.
* **Duration**: Specify the start and end dates for the absence. Dates before the employee's employment start date or after their last working day cannot be selected; both boundary dates remain available. Typed dates outside the period show an inline error, and **Send request** remains unavailable with an explanation. absentify calculates any deductions automatically, factoring in work schedules and holidays.
* **Reason (optional)**: If required, provide a reason for the absence.
* **Attachment (optional)**: If document uploads are enabled for the selected leave type, you will see an **Attachment** field. Select **Upload** or drag and drop files to attach supporting documents to the request. Depending on your company’s plan:
* In the Essentials plan, you can upload one document per request (max. 2 MB).
* In the Plus plan, you can upload multiple documents per request (max. 15 MB per document).
**Note**: absentify applies the same rules for employees as it does for managers regarding leave types, durations, and approval requirements.
Review the details to ensure accuracy, then select **Send request**. The absence will be logged in the employee's calendar and, if necessary, routed through your company’s approval process.
**Tip**: Managers can only create requests for employees in their assigned departments. If you cannot see an employee’s name, contact your HR administrator to confirm your department assignments.
After submission, the request will appear on the employee's calendar. You can track its status (pending, approved, or declined) from the employee roster or your manager dashboard. You can also make changes or cancel requests if necessary, following your company's policies.
***
### Create a recurring absence request
As a **manager**, you can create recurring absence requests for employees in the departments you manage. This feature allows you to plan repeated absences such as regular home office days or recurring time off with flexible scheduling options.
Please note that recurring absence requests cannot start in a previous fiscal year, and the selected recurrence period must not exceed one year from the chosen start date.
Recurring absences are only available on the **essentials** or **plus** plan.
Select **Create absence**, select the employee for whom you want to create the absence, then select the desired **absence type** from the dropdown.
Activate the **Make recurring** option to convert the absence into a recurring request.
Select the start date for the recurring absence.\
Select the repetition interval:
* **Daily**
* **Weekly**
* **Monthly**
Optionally, define whether intervals should be skipped and how many (e.g. every 3 weeks).
* For **weekly** recurrence, select the days of the week.\
Non-working days for the selected employee will be shown, but they can still be selected.
* For **monthly** recurrence, select either:
* A specific day of the month (e.g. the 15th), or
* A weekday pattern (e.g. every third Monday)\
Then, define the interval (e.g. every 2 months).
Select one of the following options to determine when the recurrence stops:
* Until a specific end date
* Until a defined number of occurrences
Every occurrence must be within the selected employee's employment period. If one occurrence falls outside it, absentify rejects the entire series rather than skipping that date or shortening the series. A recurrence that starts after the employee's last working day keeps **Apply** unavailable and explains the boundary.
* For **hourly leave**, enter the start and end time for each occurrence.
* For **daily leave**, select either:
* **Full day**
* **Half day** (if allowed by your system settings)
Any potential conflicts appear before submission. Conflicts may include:
* Assigned representative is unavailable on one or more dates
* Maximum absence limit for the department has been reached
* Overlapping requests for the same employee
* The employee is currently acting as a representative for a colleague during the requested period (depending on the leave type configuration, this may block submission, show a confirmation dialog, or appear as an informational warning for pending representative assignments)
You can choose to skip the conflicting dates.
In some cases, you must skip conflicts to proceed. For example, if the representative is mandatory or overlapping absences cannot be submitted.
Once you’ve reviewed the summary and resolved any conflicts, select **Apply** to create the recurring absence for the selected employee.
***
## Creating absences in previous fiscal years
By default, managers can only create absence requests within the current fiscal year. If your workspace administrator enables the [Retroactive absence management by department manager](/docs/en/roles/hr_admins/settings/general/privacy#retroactive-absence-management-by-department-manager) setting, the date picker is extended back to the previous fiscal year. This matches the range available to administrators. This is useful for backfilling missed absences after the fiscal year boundary.
This setting also controls whether managers can cancel past absence requests. See [Cancel requests for employees](/docs/en/roles/manager/cancel_employee_requests) for details.
***
## Additional notes
* Requests created by managers follow the same approval workflows as employee-initiated requests, unless otherwise configured by your organization.
* If you encounter issues with permissions or workflows, contact your HR administrator.
For more details on the general process of creating an absence request, refer to the [employee guide](/docs/en/roles/employee/create_an_absence_request).