Leave and Holidays

Handling this by email has three well-known problems: nobody knows how many days they have left, requests get lost among messages, and there is no record of who authorised what. All three disappear once a request is a record with its status, its date and its approver.

Leave types are defined by the company (holidays, personal days, medical appointments, moving house, training) with their counting rules and their proof requirement where applicable. Balances are calculated against the site's working calendar, which is what stops local public holidays from counting as days used.

The team's absence calendar is visible before approving, so three people from the same department overlapping in the same week is spotted at decision time rather than once all three are already away.

Request and approve

A request with a status, not an email that gets lost

The employee books their days from the portal choosing the leave type and the dates; the manager gets the notification and approves or declines in one click, giving a reason if not. It is all recorded with its date and its author.

It sounds minor and it solves three problems that always appear when this runs by email: nobody knows how many days they have left, requests get buried among messages, and when a dispute arises there is no way to prove who authorised what or when.

Leave types are defined by the company (holidays, personal days, medical appointments, moving house, training, statutory paid leave) with their counting rules and their proof requirement where applicable, so the system reflects your collective agreement rather than the other way round.

Balances

How many days are left, calculated rather than argued

Each person's balance recalculates itself with every approved request, against their site's working calendar. That last part avoids the most common error: counting local public holidays as days used when they were not.

The calculation handles the quirks any real company has: extra days for length of service, pro-rata for anyone joining mid-year, carry-over into the following year up to the deadline set by the collective agreement, and hour banks for leave measured in hours rather than full days.

Employees check their balance whenever they want, without asking. It is the single most repeated question in any HR department and it disappears entirely.

Planning without surprises

Seeing who else is away that week before approving

The team's absence calendar is visible at the moment of deciding. Approving without it is what produces the classic situation: three people from the same department away in the same week, and nobody noticed until it arrived.

With the shift roster alongside, the manager also sees whether the absence leaves a shift uncovered, which in companies running continuous service is the difference between an approved holiday and a staffing problem.

Everything approved carries over to time tracking, so a holiday does not show up as an unjustified absence, and into pre-payroll with the item that corresponds to it.

See holiday management in a demo

Clearing things up

Frequently asked questions

Answers to what we get asked most.

How are holidays requested?

The employee picks the leave type and dates from their portal; the manager gets the notification and approves or declines in one click, giving a reason if not. It is all recorded with its date and author, so who authorised what is always on record.

Is the day balance calculated automatically?

Yes, with every approved request and against the site's working calendar, so local public holidays are not counted as days used. It handles extra days for length of service, pro-rata for mid-year joiners, carry-over into the following year and hour banks.

Can I define my own leave types?

Yes: holidays, personal days, medical appointments, moving house, training or whatever your collective agreement sets, each with its counting rule and proof requirement where applicable. The system reflects your agreement rather than the other way round.

Can I see overlapping absences before approving?

Yes, the team's absence calendar is visible at the moment of deciding, and with the shift roster alongside you also see whether the absence leaves a shift uncovered. What is approved carries over to time tracking and to pre-payroll with its item.

HR and time tracking

Time records, shifts, holidays, payroll preparation, contracts and training in one place, with an employee portal and everything documented for an inspection.