Recording an absence for someone else

Adding a sick note after the fact, entering leave someone forgot: managers record absences directly, without the request route.

How to record an absence for someone else

1. Open Absences in the sidebar.
2. Click "Record Absence" at the top right.
3. Pick the person at the top under "Select employee". The list offers "Myself" and everyone in the business.
4. Pick the "Absence Type" and enter "From" and "To".
5. Click "Record Absence". Gantway reports "Absence recorded." — for a sick note, "Sick leave recorded."

No approval step

As soon as another person is selected, the dialog states at the bottom: "Will be entered directly — without approval." The entry takes effect immediately; there is no request for anyone to decide. Sick leave always takes this route, even for yourself: "Sick leave is always entered directly."

All five types are available here: Vacation, Sick Leave, Special Leave, Unpaid Leave and Vocational School. For a single-day entry the checkbox "Halber Tag (0,5 Urlaubstage, halbes Tages-Soll)" (half day — 0.5 leave days, half the daily target) appears; vocational school is always recorded as a full single day. Sick leave lands in the status "Recorded", the other types in "Approved".

Backdating

For another person the period may lie in the past, for every type. That is the case that matters day to day: the sick note arrives on Thursday for Monday, the day of leave was never entered. Only for your own request does the "no earlier than today" rule still apply.

If work steps are scheduled for that person in the period, Gantway reports this as a warning when saving. The entry still goes through, but you know what needs rescheduling.

The entry is marked

Every manually recorded absence carries the note "Recorded manually by {name} on {date}", and for a past period also the marker "backdated". The employee sees this note in their own list, not just the manager in the "All Absences" tab.

Withdrawing instead of cancelling

Wrong person, wrong period: in the "All Absences" tab every still-active entry has a "Withdraw" button. The "Reason for withdrawal" is required. Afterwards the absence sits at "Cancelled", time account, remaining leave and conflicts are recalculated, and the record visibly shows "Withdrawn by {name} on {date}" along with the reason. This is the short route for mistaken entries; the cancellation workflow with request and confirmation is not needed for it.

You can reach the same form with the person already selected via Settings → "Team" → click the employee → tab "Absences" → "Record Absence".