Your team is focused on delivering your mission, not managing spreadsheets. TimeTally gives charities and third sector organisations simple, affordable leave management so you can spend more time on impact and less on admin. Works alongside your charity timesheets.
Charity staff are often out delivering services, visiting beneficiaries, or working from home. With TimeTally, anyone can book time off from their phone in under a minute. The request goes straight to their manager for approval — no email chains, no paper forms, no waiting.
Whether you run a food bank with three paid staff or a national charity with teams across the country, the process is the same: request, approve, done.
Pick dates and submit
Staff select their dates, choose the leave type, and submit — the whole process takes seconds
Managers approve with context
Before approving, managers see who else is already off — so service delivery is never left short
Many charity roles are part-time or funded for specific hours. Calculating the correct pro-rata holiday entitlement manually is time-consuming and error-prone — especially when different grant-funded roles have different contracted hours.
TimeTally calculates it automatically. Set each employee's working pattern and the system works out the correct UK statutory entitlement, including for mid-year starters. You can also use the leave entitlement calculator for quick checks.
Example: A project coordinator funded for 3 days a week gets 16.8 days of statutory annual leave. TimeTally calculates this automatically — no spreadsheet formulas needed.
In most charities, there is no dedicated HR person. The manager who handles leave is also running programmes, managing funders, and supporting beneficiaries. Every “how many days do I have left?” question takes time away from the mission.
With TimeTally, each staff member can see their own leave balance, request history, and remaining entitlement at any time. Self-service means fewer interruptions for managers and more transparency for staff.
Live balance visible to each employee
Staff see exactly how many days they have used and how many remain — updated in real time after every approval
Export for funder reporting
Export absence data via CSV for grant reports — clean records without manual collation from paper files
While field staff book leave from their phones, charity managers and project leads can use the desktop view for a wider perspective. See team availability, review pending requests, and check the calendar across all programmes before making approval decisions.
Charities face unique leave management challenges. Here is how TimeTally helps you handle them without a dedicated HR team or an enterprise software budget.
£2 per employee per month with no setup fees. A 10-person charity pays £20 a month — less than a single hour of HR consultancy.
Designed for organisations where the manager handles leave on top of their main role. Self-service for staff, simple approvals for managers.
Export absence data via CSV at any time. Produce clean reports for grant funders without manually pulling together paper records.
Automatic pro-rata calculations for every working pattern. No more manual entitlement maths for staff on different contracted hours.
Organise staff by funding stream, programme, or office. Each team has its own manager and calendar while keeping an organisation-wide view.
Export leave data to CSV, Xero, or QuickBooks. No re-keying absence information into your payroll system at month end.
TimeTally is designed for paid employees and their statutory leave entitlements. Volunteers, who are not employees under UK law, do not have the same statutory rights. You can add volunteer coordinators and paid staff as separate teams. TimeTally manages leave entitlements for your paid workforce while keeping the team calendar visible across both groups.
Yes. TimeTally lets you export all leave data by employee, leave type, or date range via CSV. This makes it straightforward to produce absence records for funders or grant reports that require evidence of staff utilisation and HR management. You can pull together the data you need without manually searching through paper records.
Each employee in TimeTally has their own profile with their own contracted hours, entitlement, and leave history. Staff funded by different grants can have different working patterns and entitlements set individually. There is no requirement for everyone to be on the same terms.
TimeTally is specifically designed to be affordable for small organisations. At £2 per employee per month with no setup fee, no minimum user requirement, and no long-term contract, a charity with 10 paid staff would pay £20 a month. There is also a free 14-day trial so you can test it properly before committing.
Yes. TimeTally automatically calculates pro-rata holiday entitlement based on each employee's contracted hours. Whether someone works 2 days a week, is term-time only, or has variable hours, the system works out the correct UK statutory entitlement. You can also use the built-in pro-rata calculator for quick checks.
You can organise employees into teams or groups in TimeTally, which makes it easy to separate staff by project, funding stream, or department. Each team can be managed independently, with its own manager and leave visibility. This is particularly useful for charities running multiple programmes with different funders.
