Staff holiday tracker
The employee holiday tracker that handles everything — request approvals, annual leave allowances, pro-rata calculations, and UK bank holidays. Set the full-time allowance from the UK statutory entitlement once and it works out each part-timer's and new starter's share, so you never have to do it manually.
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. The annual leave calendarpage shows every calendar your team's leave lands on, and who can see each one.
See how many people are already off on each day, and tap a day to see who, before you approve another request for the same dates.
Managers can see the full leave picture well in advance so the right people are always available.
Holiday, sick, TOIL, and other leave types all count. Tap a day to see each person's leave type and whether it is approved or still pending.
From the first tap to the pay run
Six jobs the tracker does for you: booking, knowing who's off, approving, pro-rata, every kind of leave, and payroll.
Staff check their remaining allowance and submit a holiday request from their phone in seconds, in the staff holiday booking app. No forms to fill in, no emails to the office, and no one asking you how many days they have left.
The "Who's Off" widget gives managers an instant view of who's absent each day of the week — no digging through calendars or sending round an email.
When an employee submits a leave request, managers get an email notification that links straight to their leave requests, and can approve in one click, or reject with a reason. Employees are notified the moment a decision is made.
Stop manually calculating holiday entitlement. TimeTally works out pro-rata calculations for part-time workers, mid-year starters, and employees on varied contracts.
Annual leave is only part of the picture. Set up your own leave types — sick, unpaid, compassionate, parental, study — each with its own balance, paid or unpaid, so every absence is recorded in one place.
At the end of every pay run you need to know who was off, what it was for, and how much is left. Pick the month and the people, check it, then export, instead of rebuilding it from a spreadsheet each month.
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.
Track statutory and contractual holiday entitlement, carry-over, and pro-rata calculations.
Record sick days, with return-to-work forms for self-certified or fit-note absences. Track Bradford Factor scores automatically.
Accrue, request, and track time off in lieu from overtime.
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 allowance, paid or unpaid.
Eight parts of the leave system, with every detail in view.
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.
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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.
Set the full-time allowance once — 5.6 weeks is 28 days for a five-day week — and TimeTally works out each employee's share: part-time workers the correct pro-rata amount from their working week, and mid-year starters 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 iPhone or Android 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, per employee, whether bank holidays count towards or are added on top of the 28-day statutory entitlement.
Bank holidays are booked only on the days each person normally works, from their working pattern — so a part-timer is never charged for a bank holiday on a day they don't work.
The team calendar shows all approved employee holidays at a glance. Managers can see who is already off before approving new requests, and, with the team calendar turned on for staff, 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. 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.
Real reviews from TimeTally customers
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.
Jordan IngoeCLI ManchesterSetup 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.
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.
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.
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 tribunals expect, 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 regulation 14 of the Working Time Regulations 1998.
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. Holiday pay is enforced by workers at a tribunal, not by HMRC, which enforces the minimum wage. A robust staff holiday tracker provides the documentation to defend against claims and demonstrates good-faith compliance with statutory obligations.
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 holidays booked on the days each person works.
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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In short
A staff holiday tracker records each employee's annual leave allowance, the requests made against it, and what their manager decided — so balances, clashes and bank holidays are worked out automatically instead of in a spreadsheet. TimeTally's holiday tracker does this for UK teams from £3 per employee a month, on the web and the iPhone or Android app, with pro-rata entitlement for part-time staff and separate balances for sick leave, TOIL and any leave type you create.
Everything you need to know about tracking staff holiday and annual leave in the UK.
TimeTally is the employee holiday tracker built specifically for UK small businesses. It combines holiday tracking with time tracking in one tool for just £3 per employee per month. It works out pro-rata entitlement for part-time staff and mid-year starters from your full-time allowance, and includes bank holidays — no spreadsheets needed.
TimeTally costs £3 per employee per month with no setup fees or hidden costs. This includes both holiday tracking and timesheet management. There's a free 14-day trial with no credit card required. Standalone holiday trackers like Timetastic start cheaper, but only include a time clock and timesheets on their top plan.
Yes. TimeTally works out pro-rata holiday entitlement from each employee's working pattern. Full-time employees get 28 days, while part-time workers get a proportional amount (e.g., 3 days per week = 16.8 days, which TimeTally rounds up to 17). You can manage everyone in the same system.
Yes. TimeTally includes all UK bank holidays and lets you choose, per employee, whether they're included in or added to the statutory 28-day entitlement, or unpaid. It also handles the difference between England & Wales, Scotland, and Northern Ireland bank holidays.
Yes. Every employee gets their own dashboard showing remaining holiday balance, pending requests, and upcoming approved leave. This eliminates the most common question managers hear: 'How many days do I have left?'
TimeTally pro-rates holiday entitlement for employees who start partway through the leave year. Enter their start date, switch on pro-rata from their start date, and the system calculates the correct proportional entitlement based on the remaining days in the leave year.
Yes. You set one carryover policy for annual leave — including the maximum days allowed to carry over and an expiry date for carried-over days. TimeTally applies the rules automatically at the start of each new leave year.
Yes. Sick leave and holiday are tracked completely separately with their own balances. You can also track Bradford Factor scores to identify absence patterns over time, which is useful for managing persistent short-term sickness.
TimeTally comes with annual leave, sick leave, maternity leave, paternity leave and bank holidays set up, plus TOIL (Time Off in Lieu) when you track overtime. Add any other UK leave type you need — compassionate leave, shared parental leave, unpaid leave and more — each with its own balance, paid or unpaid.
Yes. TimeTally exports to Xero and QuickBooks as a payroll journal, with approved paid leave included as pay, or to CSV with hours and leave. You check the export before it is sent — so your payroll software always has the correct hours without manual reconciliation.
Still have a question? See all FAQs →
Book a DemoExpert guides to help you manage leave and stay compliant with UK employment law.
Plan your team's annual leave on an online wall chart, with bank holidays marked and days left worked out.
Learn moreCalculate pro-rata holiday entitlement for part-time staff and mid-year starters.
Learn moreEverything you need to know about statutory holiday entitlement, bank holidays, and carryover rules.
Learn moreSee how TimeTally's full leave management platform handles every type of absence for your team.
Learn moreFull annual leave management for UK teams, from entitlement to approval.
Learn moreSelf-service leave booking for employees with manager approval built in.
Learn moreJoin 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.
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