Employee holiday tracker

The Holiday Tracker helps small businesses track employee holidays, remaining entitlement and approved bookings in one simple online system.

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7 days free · No credit card required · Phone and email support

Trusted by hundreds of businesses to manage holiday and absence for more than 14,000 employees

Want to see how it works first? Watch the 2-min video or book a demo.

One clear view

Track staff holidays in one place

Keep every holiday request, approval and entitlement record in one simple online system, making staff holiday tracking easier for everyone.

The Holiday Tracker gives you a clear view of who’s off today, next week and next month, along with which holiday requests have been approved and which are still pending.

You can also see each employee’s holiday entitlement, how much they’ve used and how much they have remaining, without checking a separate spreadsheet. Employees can see their remaining allowance too, so they don’t need to ask before making a request.

When an employee requests holiday, the system updates automatically. It updates again when a manager approves or declines the request, and the Audit Trail gives admins an accurate picture of what happened and when.

With The Holiday Tracker, you can track:

  • Who’s off now and in the future
  • Approved and pending holiday requests
  • Holiday entitlement used and remaining
  • Who approved or declined each request
  • A clear audit trail of every action

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Online requests

Employees can request holiday online

Employees can see their own holiday calendar, check their entitlement and view how much holiday they have remaining before clicking on the calendar to make a request. Whether they’re based in the office, working remotely or away from a desk, they can do this from desktop or mobile.

Managers receive the request and can check who else is off before approving or declining it, all in the same place. Once approved, the employee receives a confirmation email, the holiday is added to their calendar, and the time off is deducted from their remaining allowance.

Entitlement Calculation

Holiday allowance stays up to date

Each employee’s holiday allowance is kept up to date automatically. When a holiday request is approved, the time is deducted from their remaining allowance, in days or hours, depending on how the employee is set up.

Holiday entitlement is calculated for you too. When you add an employee to The Holiday Tracker, you enter their base entitlement, start date and working pattern, and the system takes care of the maths.

If their working pattern changes — even several times during the year — you update the pattern in The Holiday Tracker and the entitlement is recalculated for you.

Watch how it works
  • Staff can see how much holiday they have remaining
  • Approved bookings update remaining allowance automatically
  • Track holiday used, booked and still available
  • Entitlement can be calculated in days or hours
  • Starters, leavers and part-time staff are handled automatically
Access & visibility

Holiday tracking for every role

Track holidays from desktop or mobile

Whether your employees are based in the office, working remotely or out in the field, The Holiday Tracker gives them an easy way to request holiday from desktop or mobile.

Employees can check their holiday calendar, view their remaining allowance and submit requests without needing to contact a manager or admin first. Managers can then review requests, check who else is off and approve or decline them online.

The app can also help keep employee details up to date. If you allow it, employees can update details such as their home address and emergency contact information themselves. You can also send messages and share documents from the same system.

Managers and admins get the right visibility

The Holiday Tracker gives managers, employees and admins the right level of visibility, so people can see what they need without giving everyone access to everything.

Managers can view the teams and business areas they’re responsible for, while employees can see their own holiday information and, if enabled, their team calendar. Whether you have one team or several, the calendar can be set up to show the right people in the right places.

Admins keep oversight of the whole business, with access to reports, settings and employee records. If managers need extra permissions, Limited Admin features let you give them more control while keeping access limited to what they need.

Ready to simplify your holiday tracking?

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Absence & attendance

More than just holiday tracking

As well as tracking holidays, The Holiday Tracker can record other types of absence and attendance, such as maternity, training or working from home. You choose the absence types you want to track, so the system fits the way your business works.

Sickness is included as a built-in absence type, with helpful tools for spotting patterns. The Holiday Tracker automatically calculates each employee’s Bradford Factor, helping you identify frequent short-term absences, and Sick Days Heat Maps can highlight recurring sickness patterns.

You’ll also be notified if you add a sickness entry on a day where the employee had previously requested holiday, helping you spot anything that may need a closer look.

Custom absence types

Track maternity, training, working from home and any other absence or attendance type you need.

Bradford Factor

Automatically calculated for each employee to help identify frequent short-term sickness absences.

Sick Days Heat Maps

Spot recurring sickness patterns quickly with a simple visual breakdown of absence by day of the week.

Reviews

Why businesses switch to The Holiday Tracker

Three reasons businesses switch to simpler staff holiday tracking and absence management.

It has streamlined our holiday tracking process, making it a breeze to manage time off for all our employees.
— Kaktus Adventure Vans Limited
View Google Review
With real-time updates, everyone in the team is immediately aware of any new absences or holiday requests.
— RGIS
View Google Review
Excellent! Monitors holidays and sickness. Relieves a massive admin burden for very little money!
— Elliott James Legal Ltd
View Google Review
View all Google reviews ›
Support & security

Reassurance when it matters

Real support from real people

If you need help, you can email us or give us a call — whatever works best for you.

We’re available Monday to Friday, 9am to 5pm, and we aim to respond quickly.

Call us 0191 241 3754

Safe, secure and backed up

The Holiday Tracker is hosted by Microsoft in UK data centres, with SSL encryption, encryption at rest and regular backups.

SSL
encryption
Encryption
at rest
Regular
backups
UK data
centres
Friendly, helpful support when you need it.
Your data is safe with us.
Pricing

Simple software.
Sensible pricing.

Straightforward pricing for businesses that want simple holiday and absence management.

£1.75
per employee, per month
Registered charities receive a 20% discount
“As a charity we have to watch what we spend money on, but this has been worth every penny.”
— Urban Roots
View Google Review

Ready to try an employee holiday tracker?

Try The Holiday Tracker free and see how quickly your team can request, approve and track holiday in one place.

Start Your Free Trial
7 days free
No credit card required
Phone and email support

Kaktus Adventure Vans Limited - Magdalena Gesta

The Holiday Tracker app has been an absolute lifesaver for our company. Not only is it incredibly user-friendly, but it's also extremely cost-effective. It has streamlined our holiday tracking process, making it a breeze to manage time off for all our employees.

What's truly remarkable is its simplicity, which makes it accessible even to those who aren't the most tech-savvy. With this app, keeping track of vacations and time off has never been easier. Highly recommended!

View all Google Reviews

RGIS - Anne Simmonds

We recently implemented the Holiday Tracker and it has proven to be extremely useful and easy to use. It enables employees to log their holidays and absences effortlessly.

The clear layout and straightforward navigation ensure that even those who are not tech-savvy can use it without any issues. With real-time updates, everyone in the team is immediately aware of any new absences or holiday requests. This helps in planning and ensures that there are no overlaps or understaffed periods.

Overall, the new Holiday/Absence tracking system has significantly improved our ability to manage time off. It saves time, reduces administrative workload, and enhances transparency and communication within the team. Highly recommended for any organisation looking to streamline their leave management process.

View all Google Reviews

Elliott James Legal Ltd

Excellent! Monitors holidays and sickness. Relieves a massive admin burden for very little money!

View all Google Reviews

Urban Roots - Lindsey Duncan

As a charity we have to watch what we spend money on but this has been worth every penny. Straightforward to use, very affordable and the team are very responsive to enquiries. Using the Tracker has saved us a lot of time and made it mch easier to track holidays and sickness.

View all Google Reviews

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7 days free No credit card required Phone and email support

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