The employee holiday tracker that handles everything — request approvals, annual leave allowances, pro-rata calculations, and UK bank holidays. Automatically calculates UK statutory entitlement so you never have to do it manually.
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When an employee submits a leave request, managers get an email notification and can approve or decline in one click — no login required. Employees are notified the moment a decision is made.
No need to log in — managers click approve directly from the notification email and the request is handled.
The approval screen shows the employee's remaining balance, who else is off on those dates, and any clashes — so managers can make an informed decision.
Employees receive an email the moment their request is approved or declined — no chasing, no uncertainty.
Stop manually calculating holiday entitlement. TimeTally automatically handles pro-rata calculations for part-time workers, mid-year starters, and employees on varied contracts.
Automatically calculates entitlement based on contracted hours — 3 days/week gives 16.8 days, handled correctly every time.
Employees who join partway through the leave year get the correct proportional entitlement calculated automatically from their start date.
Choose whether UK bank holidays are included in or added on top of the statutory 28-day entitlement — and it handles England, Scotland, and Northern Ireland separately.
The "Who's Off" widget gives managers and employees an instant view of who's absent each day of the week — no digging through calendars or sending round an email.
See exactly who's on leave each day this week — updated in real time as requests are approved.
Spot days when multiple people are off simultaneously and arrange cover before it becomes a problem.
Employees can also see who's off so they know who to contact — reducing interruptions for managers.
Staff check their remaining allowance and submit a holiday request from their phone in seconds. No forms to fill in, no emails to the office, and no one asking you how many days they have left.
Every employee sees days taken, days remaining, and days already booked — updated the instant a request is approved.
Book a morning or an afternoon without it costing a full day — balances deduct in half-day increments automatically.
Requests, approvals, and rejections are all timestamped and kept — so there is never a dispute about what was asked for or agreed.
Annual leave is only part of the picture. Set up your own leave types — sick, unpaid, compassionate, parental, study — each with its own balance and approval rules, so every absence is recorded in one place.
Name it, give it a colour, decide whether it is paid, and set an allowance — or leave it uncapped for types like unpaid leave.
Sickness never comes out of the holiday allowance. Track it against its own balance and spot absence patterns before they become a problem.
Hours banked as time off in lieu appear alongside holiday, so staff can see everything they are owed in one balance view.
Leave Types
6 activeEach type keeps its own balance and approval rules
At the end of every pay run you need to know who was off, what it was for, and how much is left. Export it in one click instead of rebuilding it from a spreadsheet each month.
Send leave and hours straight to Xero, QuickBooks, or CSV — no re-keying, no transcription errors.
Set how many days can roll into the next leave year and TimeTally applies it automatically when the year resets.
Every request, approval, and balance change is stored — the audit trail you need if entitlement is ever queried or disputed.
The team calendar is central to effective holiday management — see everyone's approved leave so you can plan around absences, avoid clashes, and ensure adequate cover at all times.
See at a glance when multiple people have requested the same dates so you can flag conflicts before approving.
Managers can see the full leave picture well in advance so the right people are always available.
Holiday, sick, TOIL, and other leave types are shown in different colours so the calendar is easy to read.
Track statutory and contractual holiday entitlement, carry-over, and pro-rata calculations.
Record self-certified and doctor-certified sick leave. Track Bradford Factor scores automatically.
Accrue, request, and track time off in lieu from overtime and on-call callouts.
Create custom leave types for compassionate, bereavement, and other special circumstances.
Track maternity, paternity, and shared parental leave alongside regular annual leave.
Any custom leave type you need — configured with its own rules, entitlement, and approval flow.
“TimeTally has been excellent for our business. 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 and gives both managers and employees clear visibility of leave balances and requests. Highly recommended for any business looking for an easy-to-use workforce management solution.”
Jordan Ingoe, CLI Manchester
A real person replies within 24 hours. No ticket queues, no bots.
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The essentials
Most businesses manage employee holidays in a spreadsheet or shared calendar. It works until it doesn't — when balances go wrong, requests get missed, or someone books leave during a busy period. A dedicated employee holiday tracker solves all of this automatically.
Every employee's annual leave allowance is calculated automatically from their contract. Full-time staff get 28 days (5.6 weeks), part-time workers get the correct pro-rata amount, and mid-year starters get a proportional entitlement from their start date. No manual calculations, no spreadsheet errors.
Employees can check their remaining balance at any time from their own dashboard or the iOS app — reducing the most common question managers field each week.
UK bank holidays are different in England and Wales, Scotland, and Northern Ireland. Your employee holiday tracker needs to handle this automatically — and TimeTally does. You choose whether bank holidays count towards or are added on top of the 28-day statutory entitlement.
Part-time staff who don't work on bank holiday dates are never penalised — their entitlement is adjusted automatically to reflect their actual working pattern.
The team calendar shows all approved employee holidays at a glance. Managers can see potential clashes before approving new requests, and employees can check who else is off before submitting leave.
No more discovering that three people are off at the same time — the calendar makes it impossible to miss.
Annual leave and sick leave stay separate with their own balances and approval workflows. Track all absence types — including TOIL, compassionate leave, and maternity leave — alongside employee holiday in a single system.
Bradford Factor scores are calculated automatically for persistent short-term sickness, giving managers the data they need for absence reviews.
Set your leave year dates, configure carryover allowances, and TimeTally handles the rest. Balances reset automatically at year end — no manual adjustments needed.
Configurable carryover limits. Set a maximum number of days that can carry over into the next leave year, with an optional expiry date for carried-over days. Custom leave year dates. Not all businesses run April to April. Set any leave year start date that works for your organisation.
Automatic year-end reset. Balances reset on the leave year boundary — carried-over days applied, expired days removed, everything recalculated.
The most common question managers hear is "how many days do I have left?" TimeTally answers it automatically — employees see their live balance before every request.
Live balance before booking. Employees see their remaining entitlement before submitting — so they never over-request or accidentally underclaim. Full leave history. A complete record of all leave taken, pending requests, and upcoming approved time off — visible to employees and managers.
Manager override. Managers can manually adjust balances when needed — to grant extra days for long service or correct an error.
Beyond tracking who's off when, UK employers must navigate complex regulations around holiday pay, carry-over rules, and record-keeping obligations under the Working Time Regulations 1998.
Under the Working Time Regulations 1998, employers must keep adequate records of workers' working time to demonstrate compliance with the 48-hour weekly limit and holiday entitlement. Employment tribunals expect digital records showing when holiday was requested, approved, and taken. A staff holiday tracker provides the audit trail HMRC and tribunals require, with timestamped approvals that paper records cannot match.
When an employee leaves, any accrued but untaken holiday must be paid out in their final wage packet at their normal rate of pay. The calculation uses the employee's pro-rated entitlement up to their leaving date minus days already taken. For irregular-hours workers, the 12.07% accrual method applies. Staff holiday trackers automate this calculation, reducing disputes and ensuring compliance with the Employment Rights Act 1996.
Since January 2024, workers can carry over up to four weeks' statutory holiday if prevented from taking it due to long-term sickness or if the employer failed to recognise their right to paid leave. Previously, unused leave expired at year-end. This change under the Working Time Regulations means staff holiday trackers must now handle complex carry-over scenarios and expiry dates for carried leave, particularly for employees returning from extended sick leave.
Shift workers who regularly work on bank holidays are entitled to substitute days off if bank holidays are part of their statutory entitlement. Employers cannot simply exclude shift workers from bank holiday benefits. A staff holiday tracker should flag when a shift worker works a bank holiday and automatically add a substitute day to their allowance, ensuring compliance without manual tracking.
Employees continue to accrue statutory holiday during periods of sick leave, including long-term sickness. They cannot be required to take holiday while off sick unless they request it. When they return, the accrued holiday must be available to take. For employees on long-term sick leave, this can create significant accrual — staff holiday trackers must continue calculating entitlement throughout absence periods.
Employment tribunals routinely award compensation for employers who fail to provide adequate paid holiday. Claims can go back two years, and awards include the unpaid holiday pay plus interest. HMRC can investigate under National Minimum Wage legislation if holiday pay calculations push workers below NMW. A robust staff holiday tracker provides the documentation to defend against claims and demonstrates good-faith compliance with statutory obligations.
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Whether you're managing five people or five hundred, TimeTally makes holiday tracking accurate, visible, and effortless.
Small teams often track holiday in a shared spreadsheet — until someone books dates that clash, or leave entitlements get miscalculated. TimeTally replaces the spreadsheet with an automatic system: employees request leave in the app, managers approve in one tap, and balances update instantly.
As teams grow, informal holiday tracking leads to overspend, under-entitlement disputes, and payroll errors. TimeTally enforces leave policies automatically — correct entitlements per employee, carryover caps at year end, and bank holiday allocations all calculated without manual intervention.
Multi-site businesses need visibility across all locations before approving leave — a request that's fine at one site may leave another site understaffed. TimeTally's team calendar shows absence across every site in one view, so area managers can make informed decisions before approving.
Shift worker holiday tracking is complicated by variable hours, part-time patterns, and the need to show leave impact on rota coverage. TimeTally integrates holiday tracking directly with the rota so that approved leave is immediately visible to whoever builds next week's shifts — no double entry, no gaps in cover.
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Everything you need to know about tracking staff holiday and annual leave in the UK.
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Expert guides to help you manage leave and stay compliant with UK employment law.
Calculate pro-rata holiday entitlement for part-time staff and mid-year starters.
Everything you need to know about statutory holiday entitlement, bank holidays, and carryover rules.
See how TimeTally's full leave management platform handles every type of absence for your team.
Full annual leave management for UK teams, from entitlement to approval.
Self-service leave booking for employees with manager approval built in.
Join hundreds of UK small businesses — from cleaning companies to charities and pubs and restaurants — that use TimeTally to track leave, approve requests, and stay compliant with employment law.
