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Rota Planning

Rota PlannerSchedule shifts and manage your team

Time & Attendance

Time TrackingTimesheets, clocking in, and more

Leave & Absence

Leave TrackingHoliday and absence management
View all features One plan · £3 per employee per month

Built for teams in

All industries

Leave Tracking Software for UK Businesses

Track annual leave, sick leave, TOIL, maternity & paternity, and more — all in one place.

Trusted by hundreds of UK businesses
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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

Before TimeTally

Sound familiar?

These are the leave tracking headaches our customers had before switching to TimeTally.

Start your free trial

  1. "I emailed you about my holiday two weeks ago..."

    All requests in one place — nothing gets lost

  2. "How many days do I have left?"

    Employees check their own balance anytime

  3. "Nobody told me half the team was off on Friday"

    The team calendar shows who's already off before you approve

  4. "The spreadsheet formula is wrong again"

    Pro-rata and part-time entitlement calculated automatically

  5. "We don't have a proper record of sick days"

    Every absence type tracked with a full audit trail

  6. "Leave is in one spreadsheet, time tracking in another"

    One platform for leave, time tracking, and payroll export

Staff book any kind of leave from their phone , you approve it in one tap , and every balance works itself out, from holidays to sick days.

How it works

How leave tracking works with TimeTally

From request to payroll export in four steps.

  1. Request

    Pick the days

    Employee picks a leave type, selects dates, and submits in under 30 seconds.

  2. Approve

    One tap

    Manager gets an email and approves with one tap — with full visibility of the team calendar.

  3. Track

    Balances update

    Balances update automatically. Entitlement, taken, and remaining days are always accurate.

  4. Export

    Into payroll

    At month end, paid leave goes to Xero or QuickBooks with the hours, or out as a CSV.

Start your free trialFree for 14 days. No card needed.

See TimeTally in action

See leave tracking in action

Build next week's rota, staff clock in against the shifts you assigned, and approved leave feeds straight back into the plan. One system, no re-keying between them.

Book any leave type from your phone

Employees request time off in seconds — no forms, no emails, no chasing managers. See the holiday booking system staff use on their phones.

Leave tracking software mobile app showing book time off screen
Annual LeaveInstant requestBank HolidaysAuto-includedSick LeaveTracked separatelyParentalLeaveTOILTime in lieuHalf DaysSupported

See your whole team's leave at a glance

The team calendar shows all approved leave, pending requests, and bank holidays in one view. Plan coverage, spot clashes, and ensure you're never caught short. Part of TimeTally's complete holiday management software — combine with our employee scheduling tools for full workforce planning.

Team leave calendar showing all employee time off at a glance
NovemberThe whole teamPeople offCounted per day
Leave request approval modal in TimeTally leave tracking system
One-tap approveFrom any deviceAnnual Leave5 days, pending
Who's off this week widget showing team leave overview at a glance
3 people offThis week
Employee leave balance view showing entitlement, taken, and remaining days
Live balance16 days left
Leave booking calendar showing date selection for time off request
3 days picked18–20 November

  1. The team calendar shows all approved leave, pending requests, and bank holidays in one view. Plan coverage, spot clashes, and ensure you're never caught short.

    Bank holidays Who's off, day by day Coverage planning Department filter

  2. Employees submit leave requests online. Managers get an email straight away and approve with one tap — no more email chains or paper forms getting lost. Works seamlessly with our timesheet approval software.

    • An email to the employee when a request is approved or rejected
    • No over-allocation: a request past someone's allowance can't be booked, unless you allow a negative balance
    • Add a reason when you reject, so the employee knows why

  3. The "Who's Off" widget gives managers instant visibility into upcoming absences. No more surprises — know exactly who's available before planning meetings, approving requests, or scheduling shifts.

    • Team availability at a glance — without opening the full calendar
    • Plan around absences — schedule meetings knowing who's available
    • Avoid understaffing — spot coverage gaps before they become a problem

  4. No more asking managers how many days are left. Every employee has a live view of their entitlement, days taken, and remaining balance — updated automatically every time leave is approved.

    • Entitlement, taken, and remaining days always up to date
    • Separate balances per leave type — annual, sick, TOIL, and more
    • Accrual progress shown in real time for monthly and daily methods

  5. Employees pick their dates, choose a leave type, and submit a request in under 30 seconds. The calendar shows who else is already off so clashes are spotted before they happen.

    Half days See who's off Instant request Any leave type
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Every absence type. One tracker.

From annual leave to TOIL to compassionate leave — every absence type tracked with full UK compliance built in.

  • Annual Leave — statutory and contractual, with carry-over and pro-rata
  • Sick Leave — Bradford Factor scores, and return-to-work forms that record self-certified or fit-note absences
  • TOIL — accrue, request, and track time off in lieu from overtime
  • Parental Leave — maternity, paternity, and shared parental leave
  • Custom leave types — any category with its own allowance, paid or unpaid
The leave types an organisation starts with: annual leave, national holiday, sick, maternity and paternity leave, each paid or unpaid
CarryoverPolicy managedCustom leaveUnlimited types

Every leave scenario, handled

Select any feature for the detail.

  • Employees see their current balance and their projected future balance — accounting for leave already booked but not yet taken. Optionally let staff see who else in their department has booked time off, so they can plan around colleagues. Managers can manually adjust any employee's balance at any time — ideal when setting up mid-year from a previous system.

  • Pick the accrual method that fits each employee: upfront (full entitlement from day one), monthly accrual (earned gradually each month), daily accrual (builds day by day), or hours worked (earned per hour worked at a rate you set, 12.07% by default). All calculations are handled automatically — no spreadsheets needed.

  • TimeTally comes with annual leave, sick leave, maternity, paternity and bank holidays set up. Need something else, like compassionate leave? Create unlimited custom leave types with any name. For each type you control: whether it's paid or unpaid, whether it deducts from the annual leave balance or has its own separate pot, and who it's turned off for.

  • Decide exactly what happens at year end: toggle carryover on or off, set a maximum number of days that can carry, and optionally add an expiry date so carried-over days must be used within e.g. 3 months. You can also allow employees to book leave before they've earned it (negative balance), with an optional cap to limit exposure.

  • Set each employee's contracted hours per day of the week (or use a company default). TimeTally uses this to deduct the right amount of leave — a half-day Tuesday only costs half a Tuesday's hours — and to pay the correct amount for each day taken. Pro-rata entitlements for new starters and leavers are calculated automatically from their start date.

  • Employees can request leave in hours, half days, or full days from the app or website — no training required. Managers can book leave on behalf of any employee. Public holidays are added automatically for the country you choose. Set a custom leave year start date (e.g. 7th April) and balances reset automatically. Easy to set up even when migrating from another system mid-year.

  • Managers can approve any leave request in one tap. Rejections include an optional reason so employees know why, and they can send a new request. Employees can also ask to change or cancel approved leave, and you approve or turn it down. Any booked leave can be deleted if plans change, and the days go back on the balance — all with a full audit trail.

  • Leave sits in the main team calendar alongside timesheets and rota shifts — one view of the whole business. If you use time tracking, overtime converts to TOIL automatically at a rate you define. Leave analytics give managers a clear picture of absence patterns, entitlement usage, and remaining balances across the whole team.

Flexible leave accrual methods

Not every business allocates leave the same way. TimeTally supports three accrual methods so you can match how your company actually works.

  • Upfront allocation

    Full entitlement available from day one of the leave year. The most common approach for full-time, permanent staff.

  • Monthly accrual

    Leave builds up each month (e.g. 2.33 days/month). Ideal for new starters, probation periods, or businesses that prefer gradual accrual.

  • Daily accrual

    Entitlement accrues for each day worked — perfect for zero-hours contracts, casual workers, and the 12.07% method required since April 2024.

Need help choosing? Read our holiday entitlement guide or try our pro-rata calculator.

Leave tracking built for UK employment law

Getting leave entitlement wrong can lead to employment tribunal claims and HMRC penalties. TimeTally handles the complexity so you don't have to.

5.6 Weeks Paid Holiday — It's the Law

All UK workers are entitled to 5.6 weeks of paid holiday per year. For someone working 5 days a week, that's 28 days (which can include bank holidays). Part-time workers get the same 5.6 weeks, pro-rated to their hours.

28 days for full-time workers

The statutory minimum of 5.6 weeks equates to 28 days for a 5-day-per-week employee. This can include bank holidays.

Pro-rated for part-time

A 3-day-per-week employee gets 16.8 days, not 28. TimeTally calculates this automatically based on each employee's working pattern.

No manual formulas needed

Set the working pattern once and TimeTally handles the rest — including mid-year starters and leavers.

Need to calculate entitlement? Use our free UK holiday entitlement calculator to work out exactly how many days your employees are owed.

Try it

What leave tracking software replaces

Most UK businesses start by tracking leave in spreadsheets, emails, or paper forms. Here is what changes when you switch to dedicated leave tracking software.

Shared spreadsheet with formulas that break

Automatic entitlement calculations that update in real time

Email chains asking "how many days do I have left?"

Employees check their own balance on their phone

Manager manually checking for clashes

Team calendar shows all leave at a glance before approving

Paper forms that get lost in a drawer

Digital audit trail of every request and decision

Calculating pro-rata entitlement by hand

Automatic pro-rata for part-time staff, mid-year starters, and leavers

Separate sick leave log in a different file

All leave types — annual, sick, TOIL, maternity — in one system

No idea who is off until someone doesn't show up

"Who's Off" widget shows upcoming absences on the dashboard

Typing leave data into payroll manually each month

Paid leave goes to Xero, QuickBooks, or CSV with the hours

What to look for in leave tracking software

Not all leave trackers are built the same. If you are evaluating leave tracking software for a UK business, here is what matters — and TimeTally has all of it.

UK statutory entitlement (5.6 weeks) calculated automatically

Pro-rata calculations for part-time and mid-year starters

Bank holidays for England, Wales, Scotland, and Northern Ireland

12.07% accrual method for irregular-hours workers

Multiple leave types with individual allowances

Team calendar that shows who's off before you approve

Mobile app for requesting leave on the go

Approval workflow with email notifications

Payroll export to Xero, QuickBooks, or CSV

Timesheet tracking included at no extra cost

No per-feature pricing — one plan with everything

TOIL tracking and carryover policy management

Get Started Book a Demo

Who it's for

Leave management by industry

Every sector handles leave differently — shift cover, seasonal peaks, and statutory rules all vary. These pages cover the specifics.

Loved by UK small businesses

Real reviews from TimeTally customers

TimeTally has been excellent for our business… makes managing holidays, absences, and staff records straightforward… gives both managers and employees clear visibility of leave balances and requests.
Jordan IngoeCLI Manchester
Setup was dead simple and the team just got on with it. Got everyone up and running in an afternoon with no help needed. Does everything we need for timesheets and holidays without the faff.
S.M.
Has completely changed how I handle timesheets. Used to dread it every week — now it takes me minutes. Really easy to get around and my staff picked it up straight away.
J.T.
Started using it just for rotas but quickly realised it does loads more. The timesheets and leave management are great, and it even handles TOIL and overtime which I wasn't expecting. Use it for everything now.
R.K.

Why not just use a standalone leave tracker?

Dedicated leave tracking tools handle time off well, but if you also track hours worked, you need a second tool. Two systems, two logins, two bills. TimeTally gives you both time tracking and leave tracking for £3/employee. See how we compare in our comparison matrix.

vs Timetastic →vs BreatheHR →vs CharlieHR →

Simple, Transparent Pricing

One price per employee. GPS clock-in is £1 extra. No surprises.

12 people
£36a month for everything
  • 14-day free trial, no card needed
  • Rota, time tracking and leave in one plan
  • Cancel any time
£3/employee/month

Billed monthly. Cancel anytime.

Holiday tracking & leave tracking
Pro-rata and bank holiday calculations
All leave types (sick, TOIL, maternity, etc.)
12.07% accrual for irregular-hours workers
Leave carryover policy management
One-click manager approvals
Team calendar overview
iOS and Android apps for staff and managers
Timesheet management included
Xero and QuickBooks export
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Support that answers

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UK GDPR compliant

A UK company, ICO regulated. Your data encrypted and never sold.

Leave tracking in the UK: what every employer needs to know

Managing employee leave involves more than counting days. Here is what UK employment law requires — and how leave tracking software handles it automatically.

Annual Leave Carryover Rules

UK law allows employees to carry over up to 4 weeks of the EU-derived holiday entitlement if they were unable to take it due to sickness or family leave. Beyond that, employers can operate a use-it-or-lose-it policy — but only if employees were given a genuine opportunity to take their leave. Leave tracking software gives managers the visibility to prompt employees before the year end.

Holiday Pay During Notice Periods

When an employee resigns or is dismissed, any accrued but untaken annual leave must be paid out at their normal rate of pay. Employers can also require leave to be taken during a notice period with the correct advance notice. Leave tracking software maintains a real-time balance of accrued and taken leave, making final settlement calculations straightforward.

Bereavement and Compassionate Leave

Since April 2020, employees who lose a child under 18 are entitled to two weeks of statutory parental bereavement leave. There is no statutory right to paid compassionate leave for other bereavements — but most employers offer it contractually. Tracking compassionate leave separately ensures employees are not forced to use holiday entitlement for a bereavement.

Sick Leave and Statutory Sick Pay

Since 6 April 2026, eligible employees get Statutory Sick Pay (SSP) of £123.25 a week or 80% of their average weekly earnings, whichever is lower, from the first full day off sick for up to 28 weeks. Tracking absence patterns matters: the Bradford Factor helps managers identify persistent short-term sickness early. TimeTally logs all absences centrally, giving HR a clear record for compliance and absence management conversations.

TOIL and Overtime Leave Management

Time Off In Lieu (TOIL) allows employees to take time off instead of receiving overtime pay — popular in healthcare, retail, and hospitality. Managing TOIL manually is notoriously difficult: balances drift and disputes arise. TimeTally's TOIL tracker maintains a live balance per employee, automatically updating when overtime is worked and when TOIL is taken.

Employment Rights Act 2025 and Leave

The Employment Rights Act 2025 introduced day-one rights for paternity and parental leave, strengthened protections for workers returning from maternity leave, and new obligations around flexible working requests. Leave management software built for UK compliance can be updated quickly as legislation changes — unlike spreadsheets.

Swipe to see more →

In short

What does leave tracking software do?

Leave tracking software holds every employee's allowance, takes their requests, routes them to a manager, and keeps the balances right — so nobody maintains a spreadsheet and nobody asks how many days they have left. TimeTally tracks annual leave, sick leave, TOIL, maternity and paternity and any leave type you create, works out pro-rata entitlement for part-time staff and mid-year starters, handles bank holidays for England & Wales, Scotland and Northern Ireland, applies your carry-over rules at year end, and exports to Xero, QuickBooks or CSV. £3 per employee a month, on the web and the iOS and Android apps.

Price
£3 per employee a month
Leave types
Annual, sick, TOIL, parental, custom
Entitlement
Pro-rata and carry-over automatic
Bank holidays
By UK nation
Payroll
Xero, QuickBooks, CSV

Frequently Asked Questions

What is leave tracking software?

Leave tracking software is a digital system that records and manages every type of employee time off — annual leave, sick leave, maternity, paternity, TOIL, and more. It replaces spreadsheets and paper forms with online requests, automated approval workflows, real-time balance tracking, and a team calendar. Good leave tracking software also handles UK statutory entitlement calculations automatically.

What's the best leave tracking software for UK businesses?

TimeTally is purpose-built for UK businesses. Unlike generic leave trackers, it automatically handles UK statutory entitlement (5.6 weeks), pro-rata calculations for part-time workers, bank holidays for England & Wales, Scotland, and Northern Ireland, and the 12.07% accrual method for irregular-hours workers. It also includes timesheet tracking at no extra cost, so you don't need two separate systems.

How much does leave tracking software cost?

TimeTally costs just £3 per employee per month with no setup fees or hidden costs. This includes leave tracking, timesheet tracking, team calendars, and custom leave types. Many standalone leave trackers charge similar amounts but don't include time tracking. There's a free 14-day trial with no credit card required.

Can I track different types of leave?

Yes. TimeTally supports unlimited custom leave types including annual leave, sick leave, maternity leave, paternity leave, compassionate leave, TOIL (time off in lieu), unpaid leave, study leave, and any other category you need. Each type can have its own colour, icon, and individual allowance per employee.

Does it handle UK statutory holiday entitlement?

Absolutely. TimeTally automatically calculates the statutory minimum of 5.6 weeks (28 days for full-time workers). It handles pro-rata entitlement for part-time employees, mid-year starters, and leavers. It also supports the 12.07% accrual method for irregular-hours and part-year workers introduced in April 2024.

Can employees request leave on their phone?

Yes. TimeTally has iPhone and Android apps and a fully responsive web app. Employees can request leave, check their balance, and view who else is off — all from their phone. Managers get an email the moment a request comes in and can approve it with one tap, or reject it with a reason.

How does it handle part-time and irregular workers?

TimeTally automatically pro-rates holiday entitlement based on each employee's working pattern. For example, a 3-day-a-week worker gets 16.8 days instead of 28. For irregular-hours and zero-hours workers, it uses the 12.07% accrual method as required by UK law since April 2024. Try our free zero-hours holiday calculator to see how this works, or read about the Employment Rights Act 2025 changes affecting irregular workers.

What's the difference between leave tracking and leave management software?

Leave tracking software focuses on recording who is off, when, and how many days they have left — the balances, the calendar, the audit trail. "Leave management" is sometimes used as a broader umbrella term that also implies policy design and HR process consulting. TimeTally is leave tracking software: balances, requests, approvals, and a team calendar, done properly, at £3 per employee a month — without the overhead of a full HR management suite.

Can I use it alongside my timesheet software?

You won't need to — TimeTally includes both leave tracking and timesheet tracking in one system for one price. This means employees log hours and request leave in the same app, and managers approve everything from a single dashboard. No more juggling two separate tools.

What's the best software to manage statutory sick pay and maternity pay in the UK?

Leave software tracks the time off; payroll software pays it. TimeTally records sick leave, maternity, paternity and other leave with dates, balances and absence patterns (including Bradford Factor scores), and shows it to payroll, but it doesn't calculate SSP or SMP amounts — your payroll does that. Our free statutory sick pay and maternity pay calculators work out the 2026/27 figures.

Can TimeTally handle holiday accrual for part-time and zero-hours staff?

Yes. Part-timers and mid-year starters get pro-rata entitlement automatically, and irregular-hours staff can earn leave as a percentage of approved hours (12.07% by default, rounded to whole hours as the Working Time Regulations require). Leave can be kept in days or hours.

Does TimeTally track carry-over and bank holidays?

Yes. You set the carry-over policy (none, a limit, or unlimited, with an optional expiry date), and bank holidays are synced for England & Wales, Scotland or Northern Ireland.

Still have a question? See all FAQs →

Book a Demo

You Might Also Need

Annual Leave Tracker

Sick Leave Tracker

TOIL Tracker

Bradford Factor Calculator

Maternity & Paternity Leave Tracker

Staff Holiday Tracker

Holiday Calculator

Pro Rata Holiday Calculator

Staff Leave Management Guide

UK Rest Break Entitlements

From the blog

UK Annual Leave Entitlement Guide

Statutory minimums, bank holidays, pro-rata, and carry-over rules explained

How to Calculate Holiday Entitlement

Full-time, part-time, zero-hours, and mid-year starter calculations

How to Manage TOIL in the UK

Time off in lieu rules, accrual, expiry, and employer best practices

Spreadsheet vs Leave Tracking Software

When spreadsheets stop working and what to move to instead

Maternity & Paternity Leave UK Guide

SMP/SPP rates, eligibility, KIT days, and shared parental leave explained

Managing Staff Leave in the UK

Approval workflows, clashing requests, and keeping cover through busy periods

Related

Absence Management Software

Track sick leave, Bradford Factor scores, and every absence type in one system

Learn more

Holiday Entitlement Calculator

Free UK calculator for annual leave, pro-rata, and zero-hours holiday entitlement

Learn more

Specific leave types

The system covers everything. These pages go deeper on the ones people ask about most.

Compassionate Leave

Bereavement and emergency leave, recorded consistently.

Learn more

Unpaid Leave Tracker

Keep unpaid absence distinct so it never distorts pay or entitlement.

Learn more

Employee Absence Tracker

One view of who is off and what everyone has left.

Learn more

Variable Hours Entitlement

Entitlement that recalculates for staff whose hours change.

Learn more

Stop tracking leave in spreadsheets.

Leave tracking and time tracking in one simple tool, built for UK businesses.

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