TimeTally - Timesheet Management AppTimeTally
Holiday tracking for UK transport and warehousing

Leave Management for Logistics and Delivery

Manage annual leave for drivers, warehouse operatives, and delivery teams without leaving routes uncovered. Check who is already booked off before you approve, so a multi-drop round or a night trunking run does not lose its driver at 6am. Casual warehouse cover accrues holiday at 12.07% of the hours worked, salaried transport planners take their full allowance from day one, and both sit on the same staff list. Simple leave management that keeps every shift filled. Works alongside your logistics timesheets, which are included in the same £3 per employee per month.

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A driver 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

Staff Select Their Days and Submit From the App

Drivers, warehouse operatives and dispatchers pick the days they want off from a three-month calendar, choose the leave type, and submit. Their remaining holiday balance updates as they go, and the request lands in the transport manager's pending queue for approval or rejection.

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

  • Three months on one screen

    A driver can see the run-up to peak and the weeks after it without scrolling

  • Tap the days you want

    Selected dates are counted as you go, weekends excluded

  • Pick the leave type

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

  • Add a reason, then submit

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

Clear the Pending Requests Before the Routes Go Out

Pending requests sit in one list on the transport manager's dashboard. Each row shows who asked, the dates, how many days it comes to, and which leave type it is — annual leave, sick leave, or a type you added yourself. A tick approves it and a cross declines it, so a depot manager can clear the queue on a phone before the first wave of vehicles leaves.

  • Open a request to see the full detail before deciding: the person, their job title, the leave type, the day count and any reason they added.
  • A rejection can carry a written reason. A driver who asked for the Friday of Black Friday week knows why, and can resubmit for a different week without starting again.
  • An email goes to your managers as soon as a request is submitted, and the employee gets an email back when it is approved or declined.
  • Managers can book leave on behalf of anyone, for the driver who phones a request in from the road.
Leave requests Get Started
A transport manager approving a three-day annual leave request, showing the dates, the leave pay and Approve and Reject buttons

Drivers request leave from anywhere

Drivers between deliveries, warehouse staff on the floor, and dispatchers at their desks all submit leave requests through the same simple system. No paper forms, no verbal requests that get forgotten, no chasing managers for a signature.

  • Request from the cabDrivers submit requests via the iOS app between deliveries — no office visit needed
  • One-tap approvals for managersAn email tells the transport manager a request has come in, and they approve or reject with one tap while checking the team calendar
  • Full audit trailEvery request, approval, and rejection is logged — no more disputes about who agreed to what
A member of staff picking days off and a leave type on their phone

Plan around peak seasons at a glance

Christmas, Black Friday, and summer peaks put pressure on every logistics team. The monthly calendar view shows you exactly how many staff are already approved off in any given week, so you can make fair and informed decisions when new requests come in.

Whether you run last-mile delivery, long-haul haulage, or a distribution warehouse, seeing the full month ahead means fewer surprises and better cover for your busiest periods.

  • Use TimeTally alongside your working hours calculator to track driver hours and ensure leave does not push remaining staff over their contracted limits.
  • Turn carryover on with an expiry date so the days nobody could take in November are used in the quiet weeks of January, not banked indefinitely.
Staff rows across a fortnight, each with its own pattern of worked days, booked leave and sickness

See driver and warehouse availability across every route

The team calendar gives transport managers a single view of who is off and when. Check route coverage before approving any leave request so you never start a day short-staffed.

  • Drivers and warehouse together

    Tramping drivers, multi-drop crews, pickers and loaders sit on one calendar, so you can see whether the shortage is on the road or in the building

  • Filter to one depot

    Record each person's depot in their department field and the calendar, the pending queue and the leave analytics all narrow to that site

  • No 6am surprises

    Check the calendar before allocating routes for the week so no round is planned around a driver who is on approved leave

  • Fair and transparent

    You can optionally let staff see who else has booked time off, so remaining capacity in a peak week is visible to everyone rather than to the office only

One calendar for every depot and route

Whether you manage three drivers or three hundred, the employer calendar shows all approved leave in a single view. Set each person's department to their depot and filter the calendar to it to check coverage before allocating routes. Use it alongside your mobile clock-in to see who is actually on shift.

A three-month team time off overview with every approved absence marked, filtered to a depot

Every leave scenario a transport or warehouse operation has to handle

Tap a card to read the detail.

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Watch a Leave Request Go From the Cab to Approved

A short loop of the leave screens. A member of staff taps their days, picks Annual Leave and submits, and their balance updates. 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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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
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AR1

Amelia Roberts

Kitchen

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Maya Patel

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Timesheet Requests

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Tom Wilson

37h 30m · Week of Jun 1

Time-off Requests

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Maya Patel

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Pending Approved
Annual Leave
3days

From

Thu, Aug 14

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To

Mon, Aug 18

2026

Notes

Family holiday, flights booked

Approve Approved
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Why logistics teams switch to TimeTally

Paper forms and spreadsheets create real problems for transport and warehouse businesses. Here is what a proper staff holiday tracker solves. If your operation is a production plant rather than a fleet, the manufacturing leave management page is the better fit.

Routes

Route coverage visibility

See which drivers are off on any date before approving additional leave — no more uncovered routes discovered at 6am.

  • Approved leave for the whole team sits on one calendar, three months at a time
  • Open a pending request and the dates sit next to everyone else already booked off
Warehouse

Warehouse shift cover

View warehouse leave by team so you always know whether pickers, loaders, and sorters are adequately covered.

  • Record each person's team in their department field and filter the calendar down to it
  • Leave analytics break absence down by department, so you can see which shift is thinnest
Patterns

Split shift entitlements

Correct leave calculations for early starts, night trunking, and variable patterns — no manual maths.

  • Contracted hours are set for each day of the week, so a four-on four-off driver is not costed like a Monday-to-Friday planner
  • Leave can be booked in hours or half days, which a night trunking pattern needs
  • The right number of hours comes off the balance for the day actually taken
Depots

Multi-depot view

One calendar covers every depot, and a department filter narrows it to the one you are planning. Set each person's department to their depot and the calendar, the pending queue and the leave analytics all follow that filter.

  • Access is not split by depot: TimeTally has two roles, admin and employee, and an admin sees the whole organisation
  • Use hide pay details on an approver who should see leave but not rates
Payroll

Payroll export

Export leave records via CSV, or sync directly with Xero or QuickBooks for seamless payroll processing.

  • Choose whether the export carries leave, timesheets, or both
  • Days already sent are marked as exported, so the same week is not paid twice
Fairness

Fair, consistent decisions

A transparent system where requests are visible and decisions are recorded — ending disputes about favouritism.

  • Every request, approval, rejection and deletion is stored with a timestamp and the person who made it
  • A rejection can carry a written reason, so a driver who asked for the week of Black Friday knows why
Get Started

The Two Leave Settings a Transport Manager Should Set on Day One

Most of TimeTally works out of the box. These two are worth ten minutes on setup day, because they are the two that transport and warehouse operations get wrong.

Irregular-hours accrual

Accrue holiday at 12.07% of the hours each person works.

Set a person's accrual method to hours worked and TimeTally stops giving them a fixed number of days. Leave is added every time one of their timesheets is approved, at a percentage of the hours on it. If a timesheet is rejected, the accrual it created is reversed.

The rate is 12.07% by default. That is the figure for irregular-hours workers under the rules that apply to leave years starting on or after 1 April 2024, and it comes from 5.6 weeks divided by the 46.4 working weeks in a year. You can change it, per organisation or for one person.

The accrual method is set per employee, not per depot. A salaried transport planner can take the full allowance upfront on the same staff list as a picker brought in for peak who accrues hour by hour.

Two constraints worth knowing before you pick it. Hours worked is only offered when timesheets are switched on, because the accrual is written when a timesheet is approved. And selecting it turns TOIL off for the organisation. Check a figure with the zero-hours holiday calculator.

Leave year and carryover

Start the leave year on your own trading year, then decide what carries.

The leave year runs January to December unless you change it. Set any reset date you like and the year starts the day after it, which suits an operation running April to April, or one that resets once the peak is cleared and the returns are through.

Carryover is off by default. Turn it on and you can cap the number of days that carry, and set an expiry so the days nobody could take in November and December are used in the quiet weeks of January and February rather than banked indefinitely.

Negative balances are off by default too. Turn them on, with a limit, for the driver who joins in October and wants time at New Year before they have earned it.

How leave years, carryover and balances work

How to Staff a Warehouse Through the Black Friday and Christmas Peak

Peak runs from the last week of October to the middle of January for most UK fulfilment and parcel operations. Leave is the part of it people plan last. Here is how to run it in TimeTally, including the one thing TimeTally will not do for you.

Open the Request Window Early

Set your peak dates before the requests start arriving, and ask for holiday to be booked by the end of September. Staff request their days in the app, you see them arrive in one queue in date order, and you decide against a calendar rather than against your memory of a conversation in the yard. First come, first served only works if every request is in the same place.

There Is No Blackout Switch

Be clear about this before you buy. TimeTally has no leave embargo, no blackout dates and no way to close a date range to requests. A peak-season freeze is a policy you enforce when you approve, not a setting you turn on. What TimeTally gives you is the team calendar showing who is already off, a written reason on anything you decline, and a full record of who asked for what and when.

Carry the Days People Could Not Take

If your leave year ends in December, staff who worked the peak reach the end of it with days left. Turn carryover on, cap it at the number of days you are willing to move, and set an expiry so those days are taken in the quiet weeks after New Year. Without carryover, unused days are lost at the reset date, which is exactly the argument that ends up in a grievance in February.

Peak Recruits Accrue as They Work

The pickers, loaders and van drivers taken on for eight weeks are usually irregular-hours workers. Set their accrual method to hours worked and their entitlement builds at 12.07% of the hours on each approved timesheet, rather than being estimated at the end. When they leave in January the balance is already on the record, which is what the final pay calculation needs. Check any figure with the zero-hours holiday calculator.

Sickness Is the Cover Problem, Not Holiday

Approved leave is the absence you can plan for. The one that breaks a shift is the driver who rings in at 4am. Sick leave is one of the seeded leave types, so it is recorded rather than remembered, and the pattern is visible across the depot afterwards. The sick leave tracker covers how absence recording works, and the Bradford Factor calculator scores short repeated absences.

Book the Shoulder Weeks Instead

Decline a peak week without offering an alternative and the request comes back next year as a complaint. The calendar makes the swap easy to argue: show the driver the first two weeks of February, where nobody is booked, and approve it on the spot. A rejection in TimeTally carries a written reason and the employee can resubmit an amended request without starting again, so the conversation stays on the record.

UK compliance

Holiday Compliance for a UK Transport or Warehouse Operation

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 in transport and warehousing, and what it does not do.

Statutory Entitlement

Every worker in a UK transport or warehouse operation 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 person'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%

For leave years beginning on or after 1 April 2024, irregular-hours workers 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. Casual warehouse cover and ad hoc driver work are the usual cases in this sector. Note the category: this rule is for irregular-hours workers, not for permanent staff on part-year contracts.

Night Shifts and Working Patterns

Leave is measured in days or hours, and contracted hours are set for each day of the week per person. A ten-hour night trunking shift and a seven-and-a-half-hour day in the transport office therefore cost different amounts of the same balance. See night shift time tracking for how the hours side works, and the working hours calculator to check a pattern by hand.

Sickness Cover

Sick leave is one of the six leave types TimeTally seeds, so a driver ringing in before a 4am start is recorded rather than remembered. Absence patterns are visible across drivers and warehouse staff together. TimeTally does not calculate or pay Statutory Sick Pay — use the statutory sick pay calculator for that.

Records You Can Produce

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. If a driver who left after peak disputes their final holiday pay, the record of what they booked and what they had left is there rather than in a notebook in the transport office.

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 read tachograph cards or monitor EU or GB drivers' hours; it records the hours a driver submits and nothing more. It does not chase anyone automatically: there is no scheduled reminder, only a manual nudge you send to one person. And there are two access levels, admin and employee, with no per-depot level in between, so anyone you make an admin sees the whole operation's leave.

Simple, Transparent Pricing

One price. Every feature. No surprises. A depot with 40 drivers and warehouse staff pays £120 a month.

£3/employee/month

Billed monthly, incl. VAT. Cancel anytime.

Driver and warehouse leave tracking
Team calendar for route planning
Unlimited leave types
Timesheet tracking included
Get Started

No credit card required

Book a Demo

In short

What is leave management software for a logistics or transport company?

Leave management software for a logistics or transport company records who has booked time off, how much holiday each driver and warehouse operative has left, and who is already off before a transport manager approves the next request. TimeTally does this for UK haulage, last-mile delivery and distribution operations from £3 per employee per month. Staff book from the iOS app or any browser, in hours, half days or full days, which suits early starts and night trunking. Managers approve or reject in one tap, with a written reason on anything sent back, and an email goes out on submission and on the decision. Salaried staff take their allowance upfront, and irregular-hours peak recruits accrue at 12.07% of the hours they work as their timesheets are approved. Record each person's depot in their department field and the calendar, the pending queue and the leave analytics all filter to one site. TimeTally has no blackout or embargo feature, so a peak-season leave freeze is enforced at the point of approval. Timesheet tracking is included in the same price.

Price
£3 per employee a month
Booking
iOS app or any browser
Irregular hours
12.07% of hours worked
Units
Hours, half days, full days
Includes
Timesheets at no extra cost

Frequently Asked Questions

How does TimeTally help manage driver leave without leaving routes uncovered?

TimeTally's team calendar gives transport managers a clear view of all driver leave in one place. Before approving a request, you can see exactly which drivers are already off on those dates, making it straightforward to check route coverage before any approval. If you record each driver's depot in their department field, the calendar, the pending request queue and the leave analytics all filter down to that depot, so you can look at one site's cover at a time.

How do we manage leave during peak periods like Christmas and Black Friday?

TimeTally gives you complete visibility of leave requests across your workforce at any point in the year. During peak periods, managers can easily see how many drivers or warehouse operatives are already approved off, and make consistent decisions about whether additional requests can be accommodated. There is no system-enforced block — TimeTally has no blackout or embargo setting, so a peak-season leave freeze is a policy you enforce at the point of approval rather than a switch you turn on. What the software does give you is the calendar you check before deciding, a written reason on anything you decline, and carryover settings for the days people could not take during the peak.

Can TimeTally handle split shifts and non-standard working patterns for logistics staff?

Yes. TimeTally calculates leave in days or hours, which means it handles split shifts and non-standard patterns correctly. Whether your drivers work early starts, night trunking shifts, or variable patterns, their leave entitlement is tracked accurately against their actual contracted hours. Contracted hours are set for each day of the week per person, so a four-on four-off driver and a Monday-to-Friday transport planner are not treated the same, and a half day only costs half of that day's hours.

Does TimeTally work for warehouse operatives as well as drivers?

Yes. TimeTally works for any role in your logistics business — drivers, warehouse operatives, loaders, pickers, dispatchers, and office staff. You can record each person's department, which is how you group a shift, a team or a depot, and then filter the calendar, the pending requests and the leave analytics down to that group. Be clear about what that filter is: it changes the view, not the access. TimeTally has two roles, admin and employee, so anyone you make an admin sees the whole organisation.

Can staff submit leave requests from their cab or warehouse floor?

Yes. TimeTally has an iOS app that lets employees request leave from anywhere, and the same screens work in any browser. Drivers can submit a request between deliveries, and warehouse staff can request time off from the shop floor. An email goes to your managers when a request is submitted, and the employee gets an email back when it is approved or declined. Managers approve or reject with one tap from the pending queue.

How does TimeTally calculate holiday pay for drivers paid by the mile or with variable pay?

TimeTally tracks leave entitlement and absence, not holiday pay. Two different rules are worth keeping apart here. Entitlement for irregular-hours workers — casual warehouse cover, drivers taken on ad hoc — accrues at 12.07% of the hours worked in each pay period for leave years starting on or after 1 April 2024, and that is the rate TimeTally applies when you set someone's accrual method to hours worked. The rate a week of that holiday is paid at is a separate calculation, based on average earnings over the previous 52 qualifying weeks, and TimeTally does not work it out. Use the leave records from TimeTally alongside your payroll system. Leave exports as CSV, or straight into Xero or QuickBooks.

Is TimeTally leave management software for transport and warehousing?

Yes. It is leave management software for transport operators, hauliers and warehouse teams. Drivers and warehouse operatives book from their phone, a transport manager approves, and the team calendar shows who is already off before a route is allocated. Unlike absence management services, transport firms run it themselves — there is no outsourced case management, just the record and the approval.

How do we handle leave over a peak like Black Friday?

Check the team calendar before you approve. The best way to staff a warehouse for a Black Friday peak is to see who is already booked off across those weeks and decide with the numbers in front of you. TimeTally does not have blackout dates or a cap on how many people can be off — it shows you the count and the judgement stays with the manager who knows the route plan.

Still have a question? See all FAQs

Related Resources

Calculators and guides for transport, haulage and warehouse operators

Holiday Entitlement Calculator

Entitlement for part-time patterns and mid-year starters and leaversOpen calculator

Zero-Hours Holiday Calculator

Accrued holiday for casual warehouse cover and ad hoc driver workOpen calculator

Absence Management Software

Absence patterns and reporting across drivers and warehouse teamsLearn more

Mobile Clock-In

See who is actually on shift alongside who is booked offLearn more

Working Hours Calculator

Check a night trunking or four-on four-off pattern by handOpen calculator

Sick Leave Tracker

Record the 4am call and see the pattern behind itLearn more

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