Track Annual Leave

The best ways to track Annual Leave

In this article, we’ll discuss the best ways to track Annual Leave, and whether it’s better or worse to use a comprehensive online tracking system.

Employers need to track annual leave, but using Excel and other outdated tools take time and can cause frustrations.

Let’s take a look at the best ways to track annual leave and see if spending out on an easy-to-use online tracking system is all you need.

What is Annual Leave and why do I need to track it?

Annual leave is a statutory holiday that employees are entitled to take each year. It is usually taken in blocks of days, with the number of days allotted depending on laws and regulations.

Vacation leave can be used for any purpose that is not related to the company’s business. For example, you may want to take a trip with your family or go on vacation.

Usually, employers calculate an employee’s annual leave balance by multiplying the number of days of unused annual leave by the applicable statutory wage rate.

It is important to track your employee’s annual leave allowance to:

  • Ensure you are not overpaying employees for days they have already used
  • Are being compliant with your countries working regulations
  • Know the upcoming availability of your team in case of busy periods
  • Maintain a good work culture and happy team

Three common ways to keep an annual leave record

There is no one-size-fits-all answer to which annual leave process is best for you. The best approach may vary depending on your company’s specific needs and policies.


Paper – it’s cheap, available and can be easily passed around to be filled.

whether you use physical paper request sheets, an employee calendar in the office, or a personal diary to track employee holiday is up to you.

In our opinion, however, there are a few reasons why you should not track employee holiday allowance on paper.

First, it is difficult to keep track of who has taken which holiday and when. Over the space of a year, the holiday can be requested and cancelled, leaving your piece fo paper looking very confusing.

Second, if an employee leaves your company, it can be difficult to determine their holiday entitlement. It is also harder to remove them from the record. Starting from scratch each time an employee goes is problematic and time-consuming.

Third, if an employee takes a holiday during the year but does not report it to you, or you forget to mark it, you may end up giving them more holidays than allowed.

And finally – paper can be lost. Damaged. Sabotaged.


There are many reasons why you might want to use a spreadsheet to track employee holiday allowance.

One reason is that it can be easier to keep track of all the information related to employee holidays. You can modify the information to what you need to know including data such as the dates of the holidays, the amount of holiday pay that each employee is entitled to, and any deductions that need to be made from employees’ salaries.

Another benefit of using a spreadsheet to track employee holiday allowance is that it can help you avoid any misunderstandings or disputes related to holiday pay. By having a comprehensive digital record of all the information related to employee holidays, you will be able to avoid any employee complaints or tribunals when it comes to payments or deductions.

However, we find that tracking employee holiday allowance via a spreadsheet can be a privacy risk. If someone unauthorised accesses your spreadsheet, they could potentially view confidential information about your employees’ holiday spending habits as well as add or remove data as desired.

Finally, tracking holidays via spreadsheet can lead to data errors and discrepancies. Just like paper-based methods you are still relying on human input and people forget/make mistakes.

Annual Leave Software

Annual leave software is a more modern, digital approach to holiday management.

Not only does it automatically store all requests and digitally send them to managers for approval. But it will give managers the chance to check the requests against the full workforce’s holiday – meaning you can ensure no productivity gaps.

It helps you manage your employees’ sick leave or absence. Annual leave software will not only track your employee absence but full time and attendance!

There are many benefits of tracking employee holiday allowance using an Annual Leave Software.

First of all, it will help you to manage your leave budget more effectively. You will be able to keep track of how much leave each employee has taken and when they are due to return. This will help you to avoid any potential disputes or misunderstandings about holiday entitlement.

It will also help you to plan your annual leave budget in advance. This will allow you to save on costs associated with unused leave, such as overtime pay and staff training costs.

The software can also help you to comply with statutory requirements related to holiday entitlement. Plus improve employee morale and productivity. With digital methods employees can have full transparency, requesting holidays online and seeing their allowance and upcoming time off 24/7.

Finally, it provides you with accurate information about your company’s holiday habits so that you can make informed decisions about future policy changes. With the data, you can also get a better understanding of your employees’ needs. You’ll soon see patterns of absence and be able to plan for it.

Using software for simpler annual leave processes

To avoid difficulties at work, you should always be prepared for any situation that might come up. For example, if your company requires you to report on annual leave usage for an employee complaint.

Spending hours collating data from sheets of paper that might not be 100% accurate is not a good use of time.

Instead, do it via a click of a button

Employee Attendance Cloud offers your business access to a host of next-level workforce management functionality like Annual Leave Software at an affordable cost.

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To see our online demo, click here.

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