Submit and review absences

Absences can be Pending, Approved, Rejected, Cancelled or Returned early. The calendar shows approved absences, not every submitted request.

Submit from Discord

As a recognized staff member, use /absence or the absence form in /staffnest. Enter the start, end and reason, check them, and submit. Wait for approval unless the server enables automatic approval. Your requests appear on your profile.

The reason may be included in staff tracking and Discord notifications. A short explanation such as “Exams” or “Personal unavailability” is enough; avoid unnecessary private details.

Submit from the panel

The global Absences screen requires absence-approval permission. If you have it, open the declaration form, choose the dates, optionally specify times, enter a reason and submit. This creates an absence for your own profile. Members without that screen can use My profile → My next steps → Submit an absence or Discord.

Understand the dates

Without times, the request covers whole days, including the last day. With times, the end must be strictly after the start. Absence times are interpreted in Europe/Paris, even if your computer uses another timezone.

The slash command uses DD/MM/YYYY, optionally followed by HH:MM on both dates. See command formats.

Review a request

With absence-approval permission, or a valid department delegation, open pending requests or your department workspace. Check the person, dates and reason, choose approve or reject, and verify the final status.

Discord approval buttons require a recognized staff profile and Discord Manage Roles. A department delegation alone is not enough for that Discord flow. A delegated manager cannot approve their own request. Decision DMs also depend on the recipient’s Discord privacy settings.

Check the calendar or correct a mistake

Use the 14-day or month view for planning. Review all periods before using a bulk-approval action.

An existing request’s dates and reason cannot be edited directly in this screen. Cancel an incorrect request from your profile, then submit the correct one if needed. For an early return, use the action described below so the calendar stays accurate.

The profile status On leave is separate from the approved absence’s precise dates. If a notification fails, inspect the saved request and channel settings before sending it again.

Cancel an absence or return early

In My profile → My absences, cancel a pending or planned absence. For an approved absence currently in progress, choose Record early return. Confirm the action and optionally add an explanation. A member with absence-management permission can also close requests from Absences.

The original dates and closure remain in history. Closed requests no longer make you unavailable. StaffNest updates the existing Discord message and removes its decision buttons. If the update fails, the closure remains saved: use Refresh Discord message on that request to retry. To correct dates, cancel the request and submit a new one.