Absence Reports

Workspace owners and administrators on Business can open Reports → Absence. The workspace’s Time off feature must be enabled. The report reads existing leave bookings, allowances and working calendars; it does not create, approve or change leave.

Managers, Members and accountant-only users do not gain workforce-report access from this report. For booking and approval, use Time Off.

Choose the report filters

  1. Open Reports → Absence.
  2. Set From and To to a range of up to 366 inclusive days.
  3. Select People, Absence types and Statuses as needed.
  4. Select Include archived people if you need their history.
  5. Choose Apply filters.

The initial range is the current month, with approved and pending absences selected and archived people excluded. You must select at least one status. Archived absence types can remain visible in historical results; this is separate from including archived people.

Absences: the selected dates

The Absences tab shows leave within the selected period, with separate approved and pending totals. A booking that crosses the report boundary contributes only the portion inside the range. Holidays, non-working days and partial-day or hourly bookings use the person’s applicable working calendar.

Pending leave stays separate from approved leave. Rejected or cancelled requests are visibly labelled when you include those statuses; they do not become taken leave. The report omits private booking notes and review reasons.

Leave-year balances: the full year

The Leave-year balances tab answers a different question: what is each selected person’s balance for the leave year containing the To date?

  • People restricts both tabs.
  • The absence date range, type and status filters do not turn the annual balance into a balance for that selected period or type.
  • Balances use the workspace’s leave-year rules, which may start in a month other than January.
  • Taken includes approved past leave and any recorded opening Already taken amount. Booked covers approved future leave; Pending is shown separately as a projection.
  • Days and hours retain the person’s allowance unit. A person’s Remaining balance is their allowance less taken and booked leave.

For example, a monthly absence report can show 1.5 days within that month while the annual balance shows 2.5 days taken for the leave year. Those totals describe different periods.

Export the table you are viewing

Select Absences or Leave-year balances, then choose Export → Export CSV, Export Excel or Export PDF. The file follows the selected tab and includes its reporting context.

Apply changed filters before exporting. Export stays disabled while results are loading, have an error or are out of date. If the report reaches its 2,000-absence limit, it warns that totals are partial and blocks export; narrow the dates or filters before downloading a complete report.