TimeTally - Timesheet Management AppTimeTally
Holiday tracking for UK facilities management

Leave Management Across FM Contracts

Manage annual leave for facilities management teams across multiple client sites without compromising SLAs. Keep reactive maintenance cover intact, track engineer availability by contract, and give operations managers the full picture. Each engineer's allowance, working pattern, accrual method and start date sit on their own profile, so a salaried contract manager and a relief operative are priced differently on the same staff list. Simple leave management that protects every contract. Works alongside your FM timesheets, included in the same £3 per employee per month.

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A mobile engineer selecting days off and a leave type on their phone

“The app is simple to use, reliable, and makes managing holidays, absences, and staff records straightforward. The system has saved us a significant amount of administration time.”

CLI ManchesterJordan Ingoe, CLI Manchester

Engineers book time off from the van, not the office

Mobile and field engineers are rarely at a desk. They pick their dates from a three-month calendar in the app or any browser, choose the leave type, and submit. Their remaining holiday balance updates as they select, and the request lands on the contract manager's dashboard to approve or reject.

Booking time off in TimeTally: three months of dates, the leave type grid, a reason field and a submit button

  • Three months on one screen

    An engineer can see the shutdown week and the PPM schedule either side of it

  • Tap the days, get a count

    Selected dates are totalled as they are picked, with weekends excluded

  • Pick the leave type

    Annual, sick, maternity, paternity, TOIL, or a type you added yourself

  • Add a reason and submit

    The request reaches the contract manager with the dates and the type on it

One dashboard for every FM contract

FM operations managers juggle multiple client sites, each with different staffing requirements. TimeTally's dashboard gives you a single view of leave requests, approvals, and team availability across your entire portfolio — so you can make informed decisions without switching between spreadsheets. Every pending request sits in one list with the engineer's name, the dates, the number of days and the leave type on the row. A tick approves it and a cross declines it.

See pending requests, check who is already off at each site, and approve or decline with one click. Whether you manage 3 contracts or 30, everything is in one place.

  • Label engineers by site or contractPut the client contract in each engineer's department field. The leave export can then be filtered to selected departments and the department name comes through as a column. Access itself is not scoped — TimeTally has two roles, admin and employee, and every admin sees the whole organisation.
  • Approve with full contextOpen a request to see the engineer, their job title, the leave type, the day count and any reason they added. A rejection can carry a written reason, so a request declined over a planned shutdown can be resubmitted for a different week.
Leave requests Get Started
A contract manager approving a three-day annual leave request, showing the dates, the leave pay and Approve and Reject buttons

Set each engineer's leave from their own contract terms

There is no separate contract record in TimeTally. The contract terms live on the person, and every calculation reads them from there. On one screen you set an engineer's start date, the days of the week they work, the hours in their working day, their yearly entitlement, their accrual method and their accrual rate — then leave is priced from those figures for the rest of their employment.

  • The accrual method and rate on a profile override the organisation setting for that person. A salaried contract manager on upfront accrual and a relief operative on hours worked at 12.07% sit on the same staff list.
  • A Pro-rata toggle sits beside the start date, so a mid-year starter is scaled from the day they joined rather than given a full year.
  • Yearly entitlement and current balance are both editable numbers. That is how you open an account for someone who arrives mid-year with days already accrued. Check the figure first with the pro-rata holiday calculator.
  • The working pattern is a Work or Off choice for each of the seven days, with one daily hours figure and a link to set different hours for specific days — which is what a compressed four-day week needs.
An employee's leave allowance card showing the days left, the annual leave balance and the days already used

Instant answers: who is off and when?

FM managers need fast answers. The “Who's Off This Week” widget shows today's absences at a glance, while the monthly calendar lets you plan reactive and planned maintenance cover weeks ahead. The widget carries a count and one row per absent engineer with the days they are away, so a duty manager can read it in a lift on the way to a callout.

  • Protect reactive capacity

    Check engineer availability before approving leave so you never drop below the response capacity your SLAs require.

  • Spot coverage gaps early

    See thin dates weeks ahead. Arrange cover or adjust subcontractor schedules before a gap becomes a missed SLA.

  • Check from any site

    Operations managers can view availability and handle approvals from the iOS app, wherever they are across the portfolio.
Off this week widget listing two absent FM engineers with the days each is away

Count the engineers already off on a date

Every day in the month grid that already has somebody booked off prints a headcount. A contract manager approving a week in December can see that four engineers are off on the Friday and one on the Saturday before they say yes. This is the check that keeps a planned maintenance visit staffed and an out-of-hours rota covered.

  • The count is the whole organisation's approved leave for that day, and it updates as requests are approved.
  • TimeTally reports the number; it does not block an approval that takes you past it. There is no maximum-off setting and no blackout dates, so the judgement stays with the manager who knows the callout rota.
  • When a whole team is off together — a mobilisation week or a client site closing between Christmas and New Year — an admin can book leave for several engineers at once. Non-working days and existing clashes are excluded, and anyone short of allowance is skipped and named.
Staff rows across a fortnight, each with its own pattern of worked days, booked leave and sickness

See who is off across every client contract

The team calendar gives operations managers a complete view of all leave across every FM contract. Plan reactive maintenance cover, protect SLA response times, and verify that every site has the skills it needs before approving further leave.

  • Contract-level visibility

    Record the client site as the engineer's department, then filter the leave export to that department and date range to see one contract's absence record

  • Maintenance capacity planning

    See which engineers are available for reactive and planned maintenance across the whole portfolio

  • Protect client SLAs

    Check the calendar before approving leave to ensure you maintain the response times each client contract requires

  • Pro-rata for every pattern

    Engineers on different contracts with different hours get their correct pro-rata entitlement calculated automatically
Three month team calendar showing how many FM engineers are booked off on each day

Every leave scenario an FM contractor has to handle

Tap a card to read the detail.

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Watch a Leave Request Go From Phone to Approved

A short loop of the leave screens. An engineer taps three August days, picks Annual Leave and submits, and their balance drops from 18 days to 15. The request then appears in the manager's time-off queue, is opened for the detail, and is approved.

Back

Book Time Off

Jul 2026

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Aug 2026

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Sep 2026

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3 days selected· excl. weekends

Family holiday, flights booked ✈️

Submit Request Submitted

Leave Allowance

18

days left

Annual Leave Balance

18 days

Annual Leave Used

7 days

All Departments
Jun 2026
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AR1

Amelia Roberts

Kitchen

JK2

James Kelly

Front of house

MP3

Maya Patel

Front of house

PS4

Priya Shah

Kitchen

TW5

Tom Wilson

Bar

Timesheet Requests

1
TW

Tom Wilson

37h 30m · Week of Jun 1

Time-off Requests

2
MP

Maya Patel

3d · Annual Leave

PS

Priya Shah

5d · Annual Leave

MP

Maya Patel

Front of house

Pending Approved
Annual Leave
3days

From

Thu, Aug 14

2026

To

Mon, Aug 18

2026

Notes

Family holiday, flights booked

Approve Approved
Reject

Common leave challenges in facilities management

If any of these sound familiar, it is time to replace spreadsheets with a proper staff holiday tracker built for multi-site FM operations. If your work is site-based construction rather than hard and soft FM contracts, the construction leave management page is the better fit.

Contracts

Multiple contracts, different SLAs

Each client site has its own service level requirements. Managing leave across 20 sites with 20 different expectations is impossible on a spreadsheet.

  • Put the contract or site in each engineer's department field, then filter the leave export by department and date range
  • The department column is one of the columns you can include in the CSV
Cover

Reactive maintenance at risk

When engineers take leave, reactive capacity drops. If the right skills are not available, response times suffer and client SLAs are missed.

  • The month grid prints a headcount on every day that already has someone off
  • TimeTally shows you the number; it does not stop you approving past it, so the decision stays with the contract manager
Skills

Mixed skill requirements per site

One site needs an electrical engineer, another needs a plumber. Leave approval needs to account for who has the right skills for each contract.

  • Job title and department are held on each engineer's profile and travel through to the export
  • Open a request to see the person, their job title, the leave type and the day count before deciding
Handover

Subcontractor coordination gaps

When direct staff are on leave, subcontractors need briefing and access. Without a clear view of who is off and when, this handover is unreliable.

  • Approved leave appears on the team calendar three months at a time, so a handover is arranged from a date rather than a rumour
  • A subcontractor who works regular hours can be added as an employee; TimeTally does not manage subcontractor invoicing
Records

No audit trail for client disputes

When a client claims an SLA was missed due to understaffing, there is no clean record of which engineers were on leave and who was covering.

  • Every request, approval, rejection and deletion is stored with a timestamp and the person who made it
  • Balances, entitlement and days taken are held per employee per leave year
Patterns

Part-time and mobile engineers

Engineers who split their time across sites or work compressed hours have complex entitlements. Manual pro-rata calculations take time and are often wrong.

  • Set which days of the week each engineer works, and give anyone on a compressed week their own daily hours
  • Pro-rata entitlement for a mid-year starter is worked out from the start date on their profile
Get Started

The Two Leave Settings an FM Operator Actually Changes

Most of TimeTally works out of the box. These two are worth ten minutes on the day you set it up, because they are the two that facilities management contractors get wrong.

What a day off costs

Price a day of leave from the shift the engineer was rostered.

The setting is called “Leave is based on” and it has three options. Working pattern — deduct a full day is the default: a day off costs one day of allowance whatever hours that engineer works. Working pattern — deduct the hours worked costs the hours their pattern says they work that day, measured against your standard day, which defaults to 7.5 hours.

Rota — deduct the hours rostered costs the paid hours of the shift actually assigned for that date, less any unpaid break. A 12-hour day against a 7.5-hour standard day costs 1.6 days; a 4-hour day costs 0.53. If an engineer has no shift on a day, that day costs a full day. This option needs the Rota feature switched on, and it exists because a callout rota can run a 2-week, 4-week or monthly cycle that a flat 7-day working pattern cannot express.

Changing it applies to new bookings only. Leave already booked keeps the amount it was booked at. Anyone who works different hours from the standard day can be given their own on their profile.

Check a shift pattern before you set it, or read how time off in lieu works for out-of-hours callouts.

Mobilisations and TUPE transfers

Start the leave year on the contract year, then enter what each transferring engineer brings with them.

The leave year runs January to December unless you change it. Set any reset date and the year starts the day after it, which is what a portfolio aligned to a client's April contract year needs.

When staff transfer in on a contract win, you add each person and enter their figures once. Their continuous service start date, the Pro-rata toggle so the part-year is scaled from that date, their yearly entitlement, and their current balance so the days accrued with the outgoing contractor come across. Their working pattern, accrual method and accrual rate are on the same screen.

There is no automated TUPE import and TimeTally does not read the outgoing employer's system. This is manual entry per person, done once at mobilisation. Say so to your bid team rather than assuming it.

Carryover is off by default. Turn it on to cap the days that carry and set an expiry. Negative balances are off by default too — turn them on, with a limit, for a transferring engineer who has already booked a holiday you have to honour.

How leave years, carryover and balances work

Export leave and timesheets straight to payroll

FM businesses run on tight margins. TimeTally makes payroll straightforward by letting you export all leave and timesheet data in one step. Export via CSV or sync directly with Xero or QuickBooks — no more re-keying leave data at month end.

The export includes all absence types: annual leave, sick leave, unpaid leave, and any custom types you have created. Use the same data for client reporting and SLA compliance records.

  • Timesheets and leave togetherExport working hours, overtime, and leave data in one CSV for clean payroll processing. You can also export leave on its own.
  • SLA-ready absence recordsPull leave data by site and date range for contract review meetings and client reporting. The employee picker switches between individual engineers and whole departments, and department is one of the columns you can include.
Export to payroll modal showing FM leave and timesheet data ready for Xero or QuickBooks
UK compliance

Holiday Compliance for a UK Facilities Management Contractor

TimeTally is a leave tracking tool, not a compliance system. It keeps the record that every one of these obligations rests on. Here is what the data supports across hard and soft FM, and what it does not do.

Statutory Entitlement

Every worker on an FM contract gets 5.6 weeks of paid holiday, which is 28 days for someone on a five-day week. You set the full-time allowance for your business; TimeTally starts at 25 days plus 8 bank holidays, and an admin can change either figure. TimeTally then works out each engineer's share of it from their working pattern and their start date. It does not decide the statutory figure for you.

Irregular Hours and 12.07%

Relief operatives and casual cleaning or security cover are usually irregular-hours workers. For leave years beginning on or after 1 April 2024 they accrue holiday at 12.07% of the hours worked in each pay period. That is the rate TimeTally applies when a person's accrual method is set to hours worked, and it is editable per organisation or per person. Selecting it requires timesheets to be on. The zero-hours holiday calculator checks a figure by hand.

TUPE and Continuous Service

Staff who transfer in on a contract win keep their continuous service and the entitlement they had accrued. TimeTally holds a start date per person, pro-rates the current leave year from it, and lets you type in an opening balance and a yearly entitlement so a mid-year transfer starts with the right figure. It does not import from the outgoing contractor's system, and it does not decide what the transferring terms are — that is for your TUPE consultation and your legal advice.

Bank Holidays and Callouts

There is no right to a paid day off on a bank holiday in the UK, which is why critical sites still get covered. TimeTally uses the correct bank holiday set for England, Scotland, Wales or Northern Ireland, blocks them out automatically unless you turn that off, and lets you decide whether they sit inside the annual allowance or on top of it. Days worked in lieu go on a custom leave type of your own, and overtime can convert to TOIL at a rate you set.

Sickness and Absence Records

Sick leave is one of the six leave types TimeTally seeds, so an engineer calling in at 6am is recorded rather than remembered. Absence patterns are visible across every discipline. TimeTally does not calculate or pay Statutory Sick Pay — use the statutory sick pay calculator for that, and the sick leave tracker for how absence recording works.

What TimeTally Does Not Do

It does not calculate holiday pay from a 52-week average of earnings — that is a payroll job. It does not chase anyone automatically: there is no scheduled reminder, only a manual nudge you send to one person. It has no maximum-off setting and no blackout dates, so it counts who is already away rather than enforcing a minimum crew. And there are two access levels, admin and employee, with no per-site or per-contract level in between, so anyone you make an admin sees the whole portfolio's leave.

Simple, Transparent Pricing

One price. Every feature. No surprises.

£3/employee/month

Billed monthly, incl. VAT. Cancel anytime.

Multi-site contract visibility
SLA-ready absence reporting
Pro-rata entitlement calculations
Unlimited leave types
Timesheet tracking included
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In short

What is leave management software for a facilities management company?

Leave management software for a facilities management company records who has booked time off across every client contract, how much holiday each engineer has left, and how many people are already away before a contract manager approves the next request. TimeTally does this for UK FM contractors from £3 per employee per month. Each person's contract terms sit on their own profile: start date, working pattern, daily hours, yearly entitlement, accrual method and accrual rate. The per-person accrual method overrides the company default, so a salaried contract manager on upfront accrual and a relief operative on 12.07% of hours worked sit on the same staff list. A day off can cost a flat day, the hours their pattern says they work, or the paid hours of the shift they were rostered — the last of these is the one to use for 12-hour days and out-of-hours callout rotas. Engineers book from the iOS app or any browser, in hours, half days or full days. Managers approve or reject in one tap, with a written reason on anything sent back. Leave and timesheets export together as CSV, or to Xero and QuickBooks, filtered by employee or by department. Timesheet tracking is included in the same price.

Price
£3 per employee a month
Contract terms
Held per engineer, not per company
Shift-based leave
Priced from the rostered shift
Irregular hours
12.07% of hours worked
Includes
Timesheets at no extra cost

Frequently Asked Questions

How do I link leave tracking with employee contracts?

You record each person's contract terms on their own profile in TimeTally, and leave is calculated from those fields. There is no separate contract record to attach — the profile is where the terms live. On it you set their start date, their working pattern (which days of the week they work), the hours in their working day, their yearly entitlement in days, their accrual method and their accrual rate. The per-person accrual method and rate override whatever the organisation is set to, so a salaried contract manager on upfront accrual sits on the same staff list as a relief operative earning leave at 12.07% of the hours they work. A Pro-rata toggle beside the start date scales a mid-year starter's entitlement, and you can type in an opening balance for someone who joins with days already accrued elsewhere. TimeTally does not import contracts from an HR system or read a contract document — you enter the figures once when you add the person, and every booking is then priced from them.

How does TimeTally help manage leave across multiple client sites with different SLAs?

TimeTally's team calendar gives operations managers a single view of all leave across every contract, three months at a time. Put each engineer's client site or contract in their department field and you can filter the leave export by department and date range, with the department name as a column in the CSV. That is the honest limit worth knowing before you buy: TimeTally has two access levels, admin and employee, and there is no per-site or per-contract admin. Anyone you make an admin sees the whole organisation's leave. What you can scope is the employee view — the team calendar is optional, and when it is on you choose whether staff see their own department's leave or the whole organisation's.

How do we ensure reactive maintenance cover when engineers take leave?

TimeTally shows all approved leave across your engineering teams in one place. The month grid puts a headcount on every day that already has somebody booked off, and the "Off This Week" widget lists who is away today and for how long. Before approving a request, a contract manager can see exactly who is already off and what cover is left. TimeTally reports that picture rather than enforcing it — there is no minimum-staffing rule and no cap on how many people can be off at once, so the decision stays with the manager who knows the callout rota.

Can TimeTally handle leave for staff on different client contracts with different working hours?

Yes. Each employee in TimeTally has their own profile with their individual contracted hours and entitlement. Staff dedicated to one client site can have different patterns from those on mobile or shared contracts. TimeTally calculates each person's correct pro-rata entitlement regardless of their working pattern. You also choose what a day off costs. "Working pattern — deduct a full day" charges one day whatever hours that person works. "Working pattern — deduct the hours worked" charges the hours their pattern says they work that day, measured against your standard day. "Rota — deduct the hours rostered" charges the paid hours of the shift they were actually rostered, which is the option to use when engineers work 12-hour days or an out-of-hours callout rota.

How does TimeTally support compliance with client SLA reporting?

TimeTally lets you export all leave and absence data by date range and employee via CSV. The export can be filtered to selected employees or to whole departments, so if you record the client contract as the department you can pull one site's absence record for a period. This makes it straightforward to produce records showing staffing levels at a client site over a given period — useful when a client challenges whether their SLA was met or for contract review meetings. Every approval and rejection carries a timestamp and the name of the manager who made it.

Can TimeTally manage leave for both directly employed staff and subcontractors?

TimeTally is designed for employed staff. You can add subcontractors who work regular hours as employees in the system, but TimeTally does not manage subcontractor invoicing or availability rotas. For your directly employed FM workforce, TimeTally handles all leave management end to end.

What happens to holiday entitlement when engineers transfer to us under TUPE?

You enter the transferring engineer's figures on their profile when you add them. Set their continuous service start date, switch the Pro-rata toggle on so the current leave year is scaled from that date, enter their yearly entitlement in days, and type their current balance into the balance field so the days they already accrued with the outgoing contractor come across with them. Their working pattern, accrual method and accrual rate are set on the same screen. TimeTally has no automated TUPE import and does not read the outgoing employer's system — this is a manual entry per person, done once. You can also set the leave year reset date to match the client contract year rather than the calendar year, which is usually the first thing to change after a mobilisation.

Is TimeTally suitable for facilities management businesses running planned and reactive contracts?

Yes. TimeTally is used by facilities management businesses of all types — from planned maintenance contractors to total FM providers. At £3 per employee per month with no setup fee, it is affordable whether you have 10 engineers or 200 across multiple disciplines and client sites. A 40-engineer FM contractor pays £120 a month, and timesheet tracking is included in the same price.

Still have a question? See all FAQs

Related Resources

Calculators and guides for facilities management contractors

Pro-Rata Holiday Calculator

Entitlement for part-time patterns, mid-year starters and TUPE transfersOpen calculator

Absence Management Software

Absence patterns and reporting across every discipline and client siteLearn more

Payroll Integrations

Send leave and hours to Xero or QuickBooks instead of re-keying themLearn more

Zero-Hours Holiday Calculator

Accrued holiday for relief operatives and casual cover at 12.07%Open calculator

Statutory Sick Pay Calculator

Check SSP for an engineer who is off sick, which TimeTally does not payOpen calculator

FM Timesheets

The hours side of the same £3, and where hours-worked accrual comes fromLearn more

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