Canceling approved vacation

Approved leave does not disappear on self-service. Cancellation is two-stage, so that planning cannot tip over behind the manager's back. Conversely, a manager can also withdraw an entry themselves — with a reason and a visible note.

Step 1: Request cancellation

1. Open Absences in the sidebar, tab "My Absences".
2. On the approved and not yet expired entry (ending today or later), click "Request Cancellation".
3. Gantway confirms: "Cancellation request submitted." The entry moves to the status "Cancellation Requested" — nothing more happens yet.

Step 2: The manager decides

For the manager the case shows up under Absences, tab "Pending Requests". There are two buttons:

• "Confirm Cancellation" — the entry becomes "Cancelled" ("Cancellation confirmed."), and the days flow back into the quota.
• "Reject Cancellation" — the entry jumps back to "Approved" ("Cancellation rejected."), and the leave stands.

A request not yet decided: simply withdraw it

If your own request still sits at "Requested", the button is not "Request Cancellation" but "Withdraw". It takes effect at once, as the "Withdraw request" dialog announces: "This request has not been decided yet and will be withdrawn immediately. No approval is required." Gantway reports "Request withdrawn.", and the entry jumps straight to "Cancelled". Which follows: a request nobody has decided has not consumed anything either.

The past: withdrawal by the manager

Expired absences can no longer be cancelled by the employee; Gantway refuses with "Vergangene Abwesenheiten können nicht storniert werden." (past absences cannot be cancelled). Something can still be corrected:

1. Open Absences, tab "All Absences". By default admin, planner and team lead can see it.
2. Click "Withdraw" on the entry — this works on every entry not already cancelled or rejected, including past periods.
3. Enter the "Reason for withdrawal"; it is required ("e.g. Recorded for the wrong employee by mistake").
4. Confirm. Gantway reports "Absence withdrawn."

The reason goes into the audit log and is shown to the employee ("Withdrawn by {name} on {date}"). Time account, remaining leave and conflicts are recalculated. The route is meant for mistaken entries — the sick note for the wrong employee —, not for retrospective changes of plan.

The tab lists only a window of three months around the month selected in the Team Calendar. For older entries, page back there first.