Manage holiday requests around peak trading periods, calculate pro-rata entitlements for part-time staff, and ensure adequate floor coverage across all your stores. Replace spreadsheets with proper leave management.
If any of these sound familiar, it is time to replace spreadsheets and paper rotas with a proper staff holiday tracker.
Black Friday, Christmas, and January sales are your busiest periods — and exactly when everyone wants time off. Without a clear system, managing requests fairly is impossible.
With a large proportion of part-time staff working different hours, calculating correct pro-rata entitlements in a spreadsheet is error-prone and time-consuming.
Managers approve leave without checking who else is off. The result: not enough staff on the shop floor and a poor customer experience.
Leave requests come in verbally, by text, or on scraps of paper. Some get approved, some get forgotten, and disputes follow.
Area managers cannot see leave across all their stores. Each location manages its own spreadsheet, and nobody has the full picture.
Staff call in sick and someone covers, but the absence is never properly recorded. Building a history of sickness absence for any individual is nearly impossible.
Staff submit holiday requests through the app. Managers see the request alongside the team calendar, so they can check floor coverage before approving. First come, first served — no favouritism, no arguments.
Request from their phone
Staff submit requests via the iOS app between shifts — no need to find a manager on the shop floor
Approve with full context
See who else is already off that day before you approve — ensuring you always have enough cover
Complete audit trail
Every request, approval, and rejection is logged — ending disputes about who agreed to what
The team calendar shows all approved leave across your store or stores. Before approving a request, check how many staff are already off and make sure you have enough people on the shop floor.
See at a glance how many staff are off during Black Friday, Christmas, and January sales before approving more requests
Holiday, sick leave, and custom types all on one calendar so nothing slips through the cracks
Area managers can see leave across all their stores, while store managers focus on their own team
Check the calendar and handle approvals from the shop floor via the iOS app — no back office needed
Retail teams are full of part-timers with different working patterns. TimeTally calculates the correct entitlement for every employee automatically.
TimeTally calculates pro-rata holiday based on working patterns. A staff member working 2 days a week automatically gets the correct proportion of the statutory 28 days.
New staff who join partway through the year get their entitlement calculated automatically. No more manual calculations when retail staff come and go.
Export leave data via CSV, or sync directly with Xero or QuickBooks. No more re-keying holiday information into your payroll system at month end.
Create unlimited custom leave types to match your retail business — annual leave, sick leave, unpaid leave, compassionate leave, and anything else you need. Each type gets its own colour on the calendar and optional allowance.
Use the sick leave tracker to maintain a complete sickness history for every employee, and export records for SSP calculations or payroll processing via CSV, Xero, or QuickBooks.
Tip for retail managers:Create a separate “Unpaid Leave” type for staff who have used their full allowance but still need time off. Everything stays tracked and visible on the calendar.
The “Who's Off” widget gives store managers an instant snapshot of who is absent today and this week. Plan your floor coverage, arrange cover for busy departments, and make sure customers always have staff available to help.
Combined with the annual leave tracker, you get a complete view of your team's availability — today, this week, and weeks ahead. No more surprises when you open the store.
Leave management and timesheets, one simple price
No hidden fees. No setup costs. Cancel anytime.
Holiday tracking
Requests, approvals, and balances
Team calendar view
See who is off across your stores
Pro-rata calculations
Automatic entitlements for part-timers
Timesheet tracking included
No extra charge
Yes. Managers have full control over approving or rejecting leave requests. During peak periods, you can simply reject requests with a note explaining that the dates fall within a busy trading window. The team calendar makes it easy to see how many staff are already approved off, so you can make informed decisions about whether to approve additional requests.
TimeTally automatically calculates pro-rata holiday entitlement based on each employee's working pattern. Whether someone works 2 days, 3 days, or 4 days a week, the system works out their correct proportion of the UK statutory 28-day entitlement. Mid-year starters are also calculated automatically.
Yes. You can organise employees into teams or departments by store location within TimeTally. Each store manager can see their own team's leave calendar and handle approvals, while area managers or business owners can view leave across all stores in one view.
Staff can submit leave requests via the iOS app on their phone or through the web browser. Managers receive a notification and can approve or reject with one tap. This works well for retail staff who rarely sit at a computer during their shift.
Yes. You can create a custom sick leave type with its own colour and optional allowance. Every sick day is recorded against the employee's profile, giving you a complete history. Data can be exported via CSV or synced with Xero or QuickBooks for payroll processing.
TimeTally costs £2 per employee per month with no setup fees or hidden costs. For a store with 20 staff, that is £40 per month — and it includes both leave management and timesheet tracking. There is a free 14-day trial with no credit card required.
