Plans changed? Cancel approved time off through the request

When plans change after leave is approved, keep the change attached to the original request. That preserves the decision history and makes the effect on your available allowance easier to explain.

The short version

An approved absence uses a cancellation request and a separate administrator decision. Until the cancellation is approved, the leave remains approved, its consumption remains in place, and the calendar continues to reflect the approved absence.

Distinguish withdrawal from cancellation

A pending request has not yet been approved. Withdrawing it releases its pending reservation through the request workflow.

An approved request has already moved into approved consumption. Asking to cancel that request does not instantly reverse the earlier decision or restore the balance.

Choose the action that matches the current request state instead of creating a second request to offset the first.

Explain what changed

Open the original request and use the available cancellation action. Keep any explanation focused on the change the reviewer needs to understand.

The request timeline preserves the sequence of actions. A separate decision lets the administrator check the change in context rather than silently removing an approved absence from the record.

Owners and administrators are also subject to independent approval rules for their own leave. Having administrative access does not make self-approval valid.

Wait for the cancellation decision

While the cancellation is pending, plan around the original approved state. Your available balance and the shared calendar should not be interpreted as though the cancellation has already been granted.

When cancellation is approved, the balance receives the appropriate reversal. When a cancellation is rejected, the original approved absence remains in effect.

Check the resulting balance history

Review the request and ledger after the decision. If the original leave consumed carryover that has since expired, reversing the request does not make expired allowance available for new leave indefinitely.

Klaq applies the expiry accounting to the restored carryover rather than treating cancellation as a way to revive an old entitlement.

The team calendar remains a limited availability view. Private reasons and detailed balance history are still restricted to the appropriate people.

Common questions

Can I simply delete the approved request?

Use the available cancellation workflow so the original decision and its reversal stay traceable.

Is the balance restored as soon as I ask?

No. Approved consumption remains until the cancellation is approved.

Read how balances and pending reservations work before submitting a replacement time-off request.