Leave tracker
A leave tracker that replaces your spreadsheet
Balances calculate themselves, requests do not get lost in the inbox, and the payroll report is ready when you need it.
What is a leave tracker?
A leave tracker keeps in one place how many days each employee has, how many they have used and what they have requested. It replaces the shared spreadsheet where one person types in everyone else's requests by hand.
- 1
The balance is right without any maths
Every employee sees their remaining days and hours, and you maintain no formulas.
- Days are deducted from the balance the moment a request is made.
- The yearly allowance is loaded for all employees every year.
- Accrual per day, week, month or year, with a limit.
- Unused days from previous years carry over and are deducted in the order you choose.
- 2
Every request has a status and a history
Nobody asks “was my leave approved?”.
- Employees see how far the request has got and who approves it next.
- If it is declined, the history shows who declined it and why.
- Notifications arrive by email and in the mobile app.
- 3
Reports ready for payroll
The data is exported, not collected.
- Days used by leave type for every employee over a chosen period.
- Leave balances at a chosen date.
- A monthly report for a chosen month.
- Excel export with the columns you pick.
- 4
Start with the data you already have
You do not type in the history by hand.
- Requests are imported from Excel using a sample file.
- For most organisations setup takes a few hours.
- Every step is described in the help centre.
Comparison
A spreadsheet or TIMEOFF.GURU
| Excel spreadsheet | TIMEOFF.GURU | |
|---|---|---|
| Request | An email or a paper form, then someone types it into the sheet | Employees submit it themselves from the calendar, on a computer or phone |
| Balance | Worked out by hand | Days are deducted on request; accrual and carry-over follow the rules you set |
| Who is away | Seen by whoever keeps the file | Everyone sees their team's absences in the calendar |
| Approval | Waits in inboxes and on desks | Notification by email and in the app; if the approver is away, the request goes to their substitute |
| Documents | Requests and leave orders are printed and carried for signature | The request and the order are generated from the data; the order can be signed with a qualified e-signature |
| Payroll data | Collected at the end of the month | Monthly report and Excel export |
| History | Nobody knows who changed what | A log of every action in the system |
Frequently asked questions
All questions →Why replace an Excel leave tracker with a leave system?
A spreadsheet is kept by one person, sends no notifications and does not know your rules. In the system employees submit requests themselves, balances update with every request and approvers are notified.
Can we bring over our data from Excel?
Yes. Requests are imported from an Excel file based on a sample template you download from the system.
How long does setup take?
A few hours for most organisations. The steps are described in the help centre.
How much does it cost?
Up to 10 people you pay a fixed price; above 10 the price is per user and falls as the team grows. See pricing.
Retire the leave spreadsheet this week.
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