Create, edit and delete absence

This article explains how to create and manage absences in ChurchDesk. We will guide you through the required permissions and the steps to record time off in the calendar.

Access for editing and viewing absences

You must be a member of a group to create absences. You can then enter your own absences.
If you have access to ‘View all absences in my groups’, you can view the absences in the groups of which you are a member.
If you have access to ‘View and manage absences in my groups’, you can create, edit and remove absences for all users in your own groups. You can also change the absence type. The user you want to create an absence for must be a member of a group for which you hold this permission — only members of such groups appear in the ‘User’ field when creating an absence. If someone does not appear, check that they are assigned to the matching group in ChurchDesk Settings > Users.
If you have access to ‘View and manage absences across the organization’, you can create, edit and delete absences for any user in the organisation. When creating an absence for another person, you can select any absence group the chosen person is a member of, even groups you are not a member of yourself. This permission is available to organisation administrators.

Create absence

Create absences in the calendar by clicking on the blue ‘Create’ button at the top left and then selecting ‘Absence’

Information on absences

Mandatory information

User: Select the absent user
Date: Provide the date and time for which the absence applies. You can also create repeating absences
Type: What is the reason for the absence? For example, courses, holidays, etc.
Group: Select the group to which the absence applies

Note: If you have access to ‘View and manage absences in my groups’ , you can edit the absence types in the calendar under ‘Categories’.

Additional information

Substitute: Who will be filling in for you?
Comments: Write a comment, fx. information that is relevant for the substitute

Edit and delete absences

Like all other calendar events, absences can be edited and deleted. Click on the event and then select the rubbish bin.

Information: When a time regestration report is created, the absences are also displayed. However, these absences are not automatically offset against the planned working time. The respective absence type is displayed in a separate column for information purposes only.

Keywords: absence, absences, holidays, calendar, group, authorisations, time recording, user

Updated on: 16/10/2026

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