# How to record an employee vacation in Snad

To record an employee vacation in Snad, open **HR**, then **Vacations**, and press **Create vacation**. Pick the **Employee** and **Vacation type**, set the start and end dates, write the reason, and press **Save**. The request stays **Pending** until you press **Approve** or **Reject**.

## Before you start

- A Snad account, with the HR app in your plan.
- Permission to create vacations for your user, and permission to edit them if you will approve.
- An employee on file with a leave balance ([how to add an employee](https://www.snad.io/en/guide/add-employee)).

## Steps

1. **Open the vacations screen.** In the sidebar, choose **HR**, then **Vacations**, and press **Create vacation** at the top of the screen. [Details](https://www.snad.io/en/guide/vacation-request#adv-find)

   ![The Snad vacations screen with the Create vacation button above it](https://www.snad.io/images/guide/vacation-request/nav-en.webp)

   Image key: (1) **Vacations** in the sidebar · (2) The **Create vacation** button

2. **Pick the employee and type.** In the **Add new vacation** window, pick the **Employee**, then the **Vacation type**. **Available balance** shows the employee's balance for that type. [Details](https://www.snad.io/en/guide/vacation-request#adv-types)

   ![The Add new vacation window with the employee and type chosen, and the available balance shown](https://www.snad.io/images/guide/vacation-request/employee-en.webp)

   Image key: (1) The **Employee** field · (2) **Vacation type** · (3) **Available balance**

3. **Set the start and end dates.** Pick the **Vacation end date**, then the **Vacation start date**, from the calendar; it does not accept a start after the end. Snad works out **Total days** itself, counting both the first and last day.

   ![The vacation start and end date fields, with total days below them](https://www.snad.io/images/guide/vacation-request/dates-en.webp)

   Image key: (1) **Vacation end date** · (2) **Total days**

4. **Write the reason, attach a file.** Write the reason for the vacation in the text box; it is required. To attach a report or document, press **Click or drag files here**.

   ![The vacation window with the reason written and the file box below it](https://www.snad.io/images/guide/vacation-request/reason-en.webp)

   Image key: (1) The reason box · (2) **Click or drag files here**

5. **Save the request.** Press **Save**. The window closes, and the vacation shows as a card in the list with the status **Pending**. [Details](https://www.snad.io/en/guide/vacation-request#adv-after-save)

   ![The saved vacation card in the vacations list, with the Pending status](https://www.snad.io/images/guide/vacation-request/saved-en.webp)

   Image key: (1) The vacation card · (2) The **Pending** counter

6. **Approve or reject it.** Press **View details** to review the request, then **Approve** or **Reject**. The same two buttons are on the card itself. [Details](https://www.snad.io/en/guide/vacation-request#adv-approval)

   ![The vacation request details in a side panel, with Approve and Reject buttons at the bottom](https://www.snad.io/images/guide/vacation-request/details-en.webp)

   Image key: (1) The **Approve** button · (2) The **Reject** button

## Messages that block saving

| Message | Cause | Fix |
|---|---|---|
| Employee is required (shown in English) | No employee is picked. | Pick the employee in the **Employee** field. |
| Reason is required (shown in English) | The reason box is empty. | Write the reason for the vacation, then save. |
| You don't have permission for this action | Your user is not linked to an employee and lacks both view and edit permission on vacations, so it cannot pick one. | Ask your account admin for the permission ([roles and permissions](https://www.snad.io/en/guide/roles-permissions)). |

## Advanced details

### Search and filter the list

Type part of a name in the search box, or narrow the list with **Status** and **Vacation type**.

Below the filters are three counters: **Pending**, **Approved** and **Rejected**. Press one to show only those vacations.

Pending requests are listed first. For each employee's totals, open the [vacation report](https://www.snad.io/en/guide/hr-reports#step-4).

### Vacation types and the balance

Each employee has a separate balance per type, and **Available balance** shows the balance of the chosen type. Balances are set in the employee form ([add an employee](https://www.snad.io/en/guide/add-employee)).

A new employee's balances come from the vacation settings in [HR settings](https://www.snad.io/en/guide/hr-settings).

The screen does not compare the days with the balance when you save, so check the balance yourself before approving.

- **Annual**
- **Sick leave**
- **Unpaid leave**
- **Maternity leave**
- **Paternity leave**
- **Hajj leave**

### Who sees the request after saving

Every new request is saved as **Pending**, even when an HR manager records it. A vacation is not final until someone approves it.

A Snad notification reaches everyone who can view vacations ([set notification preferences](https://www.snad.io/en/guide/notification-preferences)).

An employee linked to a user account files their own vacation from the [employee account](https://www.snad.io/en/guide/employee-self-service). The **Employee** field is locked to their name unless they can both view and edit vacations.

### What Snad does on approve or reject

Approving changes the status to **Approved** and subtracts the days from the employee's balance for that type.

It also marks the vacation days that fall on the employee's working days as vacation in the [attendance record](https://www.snad.io/en/guide/record-attendance); days off in their schedule are skipped.

Rejecting changes the status to **Rejected** and records who rejected. If you reject a vacation you approved earlier, the days already subtracted are not given back.

**Approve** and **Reject** show only on **Pending** requests, and only to users who can edit vacations.

## Common questions

### How do I record a vacation for an employee in Snad?

Open **HR**, then **Vacations**, and press **Create vacation**. Pick the **Employee**, **Vacation type** and dates, write the reason, then press **Save**.

### Is the vacation taken off the balance when I save?

No. The balance is reduced when you press **Approve**, not **Save**. Until then the vacation stays **Pending**.

### Can I edit a vacation after saving it?

The screen has no edit button. All you can do with a request is **Approve** or **Reject**, so if a date is wrong, record a new request.

### How do I see an employee's remaining vacation balance?

Pick the employee and the vacation type in the **Create vacation** window, and **Available balance** shows right away. Edit balances in the [employee](https://www.snad.io/en/guide/add-employee) form.

### Who can approve vacations?

Users with permission to edit vacations. Users without it see only their own requests, with no **Approve** or **Reject** buttons ([roles and permissions](https://www.snad.io/en/guide/roles-permissions)).

## Read next

- [Add an employee](https://www.snad.io/en/guide/add-employee) — Add an employee in Snad: name, branch, work schedule, salary and contract. Six short steps with screenshots, plus linking a user account.
- [Manage employee requests](https://www.snad.io/en/guide/hr-requests) — Log an employee request in Snad, such as an advance or a certificate, then approve or reject it. Five short steps with screenshots, plus the request types.
- [Record attendance](https://www.snad.io/en/guide/record-attendance) — Record an employee's check-in and checkout in Snad, review each day's status, and correct a record when it is wrong. Seven short steps with screenshots.
- [Set HR settings](https://www.snad.io/en/guide/hr-settings) — Set up HR in Snad: job titles, departments, work schedules, late and absent limits, vacation balances and the deduction policy. Nine illustrated steps.
- [Use the employee account](https://www.snad.io/en/guide/employee-self-service) — Open the My account page in Snad: your job details, salary, vacation balances, requests and evaluations. Seven short steps with screenshots.
- [Run payroll](https://www.snad.io/en/guide/run-payroll) — Run payroll in Snad: set the period and employees, review and adjust the figures, then close the run and mark it paid. Six steps with screenshots.
- [Snad HR software](https://www.snad.io/en/hr) — Employees, attendance, vacations and payroll in one place.

[Open this screen in Snad](https://app.snad.io/dashboard/hr/vacations)

- **URL:** https://www.snad.io/en/guide/vacation-request
- **Last reviewed:** 2026-11-04

---
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