Fix permission errors when booking or amending holiday requests

Summary This article explains how to resolve permission errors when booking or amending holiday requests and how to ensure users can auto-approve their own time off.

How to interpret the “you don't have permission to amend this absence” message

• This message indicates the current permissions or absence policy settings are preventing the booking or amendment of the absence. Check both the user’s assigned manager and the time-off security group settings when this appears.

Key requirements to manage and adjust holiday entitlements and leave requests

1. Every user must have a manager assigned in the system

   • The system requires a manager record for every user in order to book or amend holiday requests. This applies to all users regardless of role.
   • If a user (including senior or executive roles) needs to approve or manage their own holidays, assign a manager placeholder (for example, a generic “board” or “chairman” user) if no active manager should be used.

2. Enable the approver flag in the Time-Off Security Group for auto-approval

   • To allow a user to auto-approve their own leave, ensure their Time-Off Security Group has the approver flag enabled. Users without this approver permission will not be able to self-approve requests even if they are administrators.

Practical steps (high-level)

• Verify a manager is assigned to the user:
  • Confirm the user record includes a manager assignment. If no suitable active manager exists, assign a generic placeholder manager account to satisfy the requirement.
• Check the user’s Time-Off Security Group:
  • Confirm the security group for the user has the approver flag enabled if the user must auto-approve their own requests.
• Reattempt the booking or amendment:
  • After assigning a manager and/or enabling the approver flag, retry the holiday booking or amendment to confirm the permissions change resolved the issue.

Troubleshooting tips

• If an admin role still receives the permission message, verify both the manager assignment and the approver flag—admin role alone does not bypass the manager requirement.
• Use a placeholder manager account (for example, a generic board or chairman account) when a senior user must be able to create or approve leave but does not have an active manager in the system.
• When changes are made to manager assignments or security groups, confirm the change has been saved and then attempt the leave action again.

Conclusion To effectively manage and adjust holiday entitlements and leave requests, ensure every user has a manager assigned and enable the approver flag in their Time-Off Security Group when self-approval is required. Resolving those two settings addresses the common permission message that prevents booking or amending absences.