# Record time off for an employee

_Skileo Human Resources › Time off · Who can do this: Business owner, Member_

In Time off, click Add new, choose the employee, the absence type and the dates, and save. The request then waits for approval, unless its type is approved automatically.

## Record the request

1. Open “Time off” in the menu of “Human Resources”.
2. Click “Add new”. The window “Time off request” opens.
3. In “Employee”, choose the employee. The list shows each person with their position.
4. Choose the “Absence type”.
5. Check the “Request year”. It is the current year unless you change it, and the dates must fall in that year.
6. In “Select dates”, click the first day, then the last day. The days the employee doesn't work are greyed out.
7. If you like, write a “Note” and add a file in “Attached scans and documents”.
8. Click “Save”.

The note can be written with AI. See [Write with AI](https://www.skileo.com/help/en/write-with-ai).

## The balance

For a type that counts against the employee's allowance, such as a holiday, four tiles show the balance for the year:

- “Total”: the days the employee has for the year.
- “Taken”: the days of their approved time off.
- “Available”: what is left.
- “Requested”: the working days of the dates you chose. Days the employee doesn't work and your company's holidays don't count.

See [Time off allowance and balance](https://www.skileo.com/help/en/time-off-allowance).

## What happens after you save

- A type that needs approval: the request is “Pending approval”, even when you record it yourself. Approve it from its line. See [Approve or reject a time off request](https://www.skileo.com/help/en/approve-or-reject-time-off).
- A type that needs no approval, such as the sick leave Skileo sets up for you: the request is “Approved” at once.

The “Business owner” and the “Member” users who can change time off get an e-mail about the new request. The employee doesn't get one.

## Rules for a request

- **Whole days only.** A request counts working days. There are no half days and no hours.
- **One year.** The dates of a request stay inside one calendar year. For time off over New Year, record two requests.
- **No overlap.** Two requests of the same employee can't share a day, whatever their status. A rejected request blocks its days too: change or delete it first.
- **A document when the type needs one.** Some types need a file, for example a medical certificate. The form then shows “An attachment is required for this absence type”, and “Save” stays greyed out until you add the file. You can add one file per request.


## Common questions

### Why is Save greyed out?

Choose the employee, the absence type and both dates. If the type needs a document, add the file too.

### Why does Skileo refuse the dates?

The employee already has a request with at least one of these days, perhaps a rejected one. Find it in the list with the “Employee” filter, then change or delete it.

### Can the employee ask for time off themselves?

Yes, from their own space. See [Ask for time off](https://www.skileo.com/help/en/ask-for-time-off).

### Which absence types can I choose?

Those set up in “Settings”, “Time off”. See [Set up absence types and holidays](https://www.skileo.com/help/en/set-up-absence-types).

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https://www.skileo.com/help/en/record-time-off-for-an-employee · Updated: 2026-11-08