How to add a request for my employee?

When an employee cannot access the app or needs help registering an absence, managers and administrators can create the request on their behalf.

This keeps absence, vacation, and schedule extension records updated even when the employee does not submit the request directly. Standard categories include Vacation, Medical, and Other, but the company may enable additional categories. 

Key actions or configuration

1. Open the Requests module
   • Click Absence & Vacation in the side menu.
   • Click +New Request in the upper-right corner.
   • A side panel opens with the available absence categories.
   • Choose the category that best represents the reason.
     • Examples include Other, Vacation, Health, and Schedule Extension.
     • The selected category defines whether the request is paid and which approval flow applies.
       
       
2. Select the employee or employees
   • Click Select employee(s).
   • Use Select multiple employees to search by name or employee ID.
   • Select one or more employees.
   • Confirm the selection to return to the form.
     
     
3. Define dates and duration
   • Enable Full day if the absence lasts the entire day.
   • Leave it disabled to enter specific start and end times.
   • Select Start date and End date.
     • Enable Set without end date for absences without a defined return date.
   • Use Night shift if the absence extends into the night period.
     • In categories such as Health, the Duration field indicates how many days the document covers.
       
       
4. Add subcategories and extra information
   • Select the most appropriate subcategory.
   • Add comments explaining the reason.
   • Upload documents if attachments are enabled.
   • These details may be required depending on the category settings.
     
     
5. Confirm the request
   • Review all required fields.
   • Click Confirm. The request is added to the list.
     • Depending on the category settings, the initial status may be Pending or Approved.
       
       
6. Create via Super Punch (alternative)
   • Create a request from Punch > Super Punch.
   • Use the Paid Absence column and click the add icon (Create new request)
   • The same form will be opened with the selected date.
   • Follow the same path normally until confirm.
     
     

Tips or Troubleshooting

• Choosing the wrong category can affect hour calculation and paid/unpaid classification.
• Some requests created by administrators remain Pending until approved.
• Use Set without end date for medical leaves or absences with uncertain return.
• If an employee does not appear in search, check whether the employee is active and registered correctly.

Best Practices

• Add comments and attachments to document the absence.
• Confirm date ranges before submitting.
• Use specific subcategories to improve reports.
• Review request settings regularly to keep categories, required attachments, and approval flows updated.

Frequently Asked Questions

1. Are requests created by administrators always approved automatically?
   Not always. The initial status depends on the approval flow configured for each category.

2. Can I create a request for more than one employee at the same time?
   Yes. Use Select multiple employees in the request form.

3. How do I create an absence without a defined return date?
   Enable Set without end date when creating the request.

4. Is there another way to access the request form?
   Yes. In Super Punch, the Allowance column provides a shortcut to create a new request.