FMLA tracking software
FMLA tracking software for small teams
Open a case for each leave. LeaveCalc counts the 12 weeks in the 12-month method you choose, tracks intermittent leave to the hour, flags the three notice deadlines before they pass and prints the WH-381, WH-382 and WH-380 forms with the case details filled in. It works as an FMLA leave tracker, tracking system and log in one place, next to your PTO and sick leave.
Free for up to 3 people, with a 14-day Pro trial. No card. FMLA tracking is included in every plan.
What it tracks
Every FMLA case, calculated for you
Open a case when someone asks for leave that might qualify. The balance, the eligibility result and the deadlines work themselves out from the dates you enter.
Balance in hours and weeks
Each case shows hours used, hours left and weeks left against 12 weeks, or 26 for military caregiver leave, scaled to the person's weekly hours.
Hours coming back, and a run-out date
Under the rolling method the case lists when used hours drop out of the window. It also projects the date the entitlement runs out at the pace of the last 8 weeks.
Eligibility check
Checks three tests: 12 months of service, 1,250 hours worked and 50 employees within 75 miles. Each shows Eligible, Not eligible or Unknown with the reason, and you can set the employer and each location to Yes or No.
Three notice deadlines
The eligibility notice, medical certification and designation notice each get a due date and a due, overdue or done status, with the 29 CFR rule cited.
WH-381, WH-382 and WH-380 forms, prefilled
Print replicas of the Notice of Eligibility, the Designation Notice and the medical certification forms WH-380-E and WH-380-F. Names, dates, reason, outcome, hours counted and the employer section come from the case; the medical sections stay blank for the provider.
Usage log for intermittent leave
Log FMLA time in one step with a date, the hours and a note. Every absence is listed with the hours left after it under your 12-month method, and balances, the calendar and the payroll export stay in step.
FMLA report and audit packet
One table of every case with hours, notices and whether each went out on time, a CSV export, and a printable packet per case with the eligibility tests, the timeline and the usage log. FMLA records must be kept for three years.
Reminders where you already look
Open items, including recertification, return to work and a balance that is about to run out, show on the Today page and in the Monday summary. The calendar feed adds each one with a reminder the day before.
Everything kept on each FMLA case
Reason, schedule, method, hours worked, the notice dates, designation, return dates and a timeline of every step, with every change written to an audit log.
A case belongs to one person and holds the reason for leave (own serious health condition, care for a spouse, child or parent, birth, adoption or foster placement, qualifying military exigency, or care for a covered servicemember), the 12-month method, a military caregiver flag, the hours worked in the last 12 months, and notes. It also holds five dates: when you learned of the need, when the eligibility notice was given, when certification was requested and received, and when the designation notice was given. It also holds the leave schedule (continuous, intermittent or reduced), the expected and actual return dates, the designation outcome and reason, whether a fitness-for-duty certification is required, how paid leave is used, the certification status and a recertification date. A timeline lists each step with who did it and when. You can close a case with a reason and reopen it.
The leave itself is recorded as requests on your FMLA leave type, or in one step with Log FMLA time on the case. Once a request is approved, its hours count toward the case. Changes to a case are written to an audit log that comes with your full JSON backup, and FMLA hours also appear by leave type in the payroll CSV.
What LeaveCalc does not do
No document storage, no state paid family leave coordination, and no legal advice.
LeaveCalc tracks dates and hours. It does not store medical certifications or other documents, so keep those in your own secure file system and enter only the dates. It prints replicas of the WH-381, WH-382, WH-380-E and WH-380-F forms with the case details filled in, but it does not send anything for you and printing does not mark a notice as given: you complete the form, give it to the employee and enter the date.
The eligibility check covers 12 months of service, 1,250 hours worked and 50 employees within 75 miles. The employer and worksite tests are a simplification: by default LeaveCalc counts active people, while the law counts employees in 20 or more workweeks and treats public agencies and schools differently, so you can set Yes or No for your employer and for each location. The FMLA eligibility calculator walks through the same tests. LeaveCalc does not combine FMLA with state paid family leave, and it does not give legal advice.
How it works
Open a case, log the leave, watch the dates
US companies start with an FMLA leave type already set up. Most teams have their first case open the same afternoon.
Open a case
Pick the person, the reason and the 12-month method from your handbook. Enter the date you learned of the need for leave and the hours they worked in the last 12 months.
Log the leave
Record each absence as a request on the FMLA leave type, a full day or just the hours taken. When it is approved, the balance on the case updates.
Stay ahead of the deadlines
Enter each notice date as it happens. Due dates recalculate when you save, and anything open or overdue shows up on your Today page.
Intermittent leave
Intermittent FMLA leave, counted in hours
Doctor visits, flare-ups and treatment days rarely fill a whole shift. Log the exact hours taken and the case subtracts them from the entitlement, so a 2.5 hour appointment costs 2.5 hours, not a day.
- Enter any number of hours for a day, or use full days at the person's scheduled hours
- Entitlement is 12 times the person's weekly hours, so part-time schedules get the right total
- Only approved leave counts, so pending requests do not move the balance
How hours are counted in detail
Multi-day requests, variable schedules and hours in the weekly total.
A request with a custom number of hours is spread evenly over the working days in its date range, and your company workdays and holidays decide which days count. The entitlement is 12 times the person's hours per week (26 times for military caregiver leave), so a 30 hour week gives 360 hours.
For a variable schedule, set hours per week to the average over the last 12 months. The case page reminds you of this when you open it.
The 12-month period
Four ways to measure the 12 months
Choose the method your handbook uses. Each case remembers it, so the window is rebuilt the same way every time you open it.
Rolling 12 months, measured back
Looks back 12 months from each day. Leave used more than a year ago drops out and the hours come back.
As of Oct 5, 2026: Oct 6, 2025 to Oct 5, 2026
Calendar year
Counts leave from January 1 to the day you check, then starts again the next January.
As of Oct 5, 2026: Jan 1, 2026 to Oct 5, 2026
Fixed leave year
A 12-month year that starts on a date you choose, such as July 1 or your fiscal year start.
Year starting July 1, as of Oct 5, 2026: Jul 1, 2026 to Oct 5, 2026
12 months forward from first use
The window opens at the first FMLA use. The next window starts at the first use after it ends.
First use Mar 10, 2026: Mar 10, 2026 to Mar 9, 2027
Which method should you use?
Pick one, apply it to everyone and check with counsel before changing it.
The FMLA regulation (29 CFR 825.200) lets an employer choose one of these four methods, and it expects you to use the same one for all employees. The rolling method is the most common among small employers because it never resets: leave used 12 months ago returns to the balance one day at a time, and the case lists the dates and hours coming back.
Calendar and fixed years reset on one date, which is easier to explain but allows a long stretch of leave on either side of the reset. The forward method opens a new 12 months at the first use after the last window ended. If your handbook does not name a method, or you want to change it, talk to your employment attorney first, as changes may require notice to employees.
Who needs to track FMLA
Covered employers and eligible employees
FMLA tracking matters once the law applies to you. Two sets of tests decide that.
Covered employer
- Private employers with 50 or more employees for 20 or more workweeks in the current or previous calendar year
- Public agencies, and public or private elementary and secondary schools, of any size
Eligible employee
- Worked for the employer for at least 12 months
- Worked at least 1,250 hours in the 12 months before the leave
- Works at a site with 50 or more employees within 75 miles
LeaveCalc checks the service and hours tests on every case. The employer size and 75 mile tests are yours to confirm: walk through all four with the free FMLA eligibility calculator, or see how many weeks someone has left with the FMLA rolling calculator.
Compare your options
Spreadsheet, payroll add-on or LeaveCalc
Most leave trackers built for small teams stop at PTO and sick days. These are the three places FMLA usually lives instead.
| What you need | Spreadsheet | Payroll or HR add-on | LeaveCalc |
|---|---|---|---|
| 12-month window | Formulas you write and keep correct as the window moves | Depends on the product and the plan, so check the method it uses | Built in, with four methods and a list of hours coming back |
| Intermittent leave | One row per absence, summed by hand or formula | Often tracked in full days or shifts, so confirm it counts hours | Any number of hours, subtracted from the entitlement |
| Notice deadlines | Calendar reminders you set yourself | Depends on the product | Three deadlines with due and overdue flags, in a calendar feed |
| Whole team in one place | A file passed around, one broken formula from a wrong balance | Yes, inside the suite you already pay for | One account for HR and managers, next to PTO, sick leave and the team calendar |
| Cost | Free, plus your time | Often per employee per month, or a higher tier | Free up to 3 people, then a flat monthly price |
Pricing
Flat price by team size, FMLA included
Every plan has every feature except SAML single sign-on, which is for Business and Enterprise. You pay only when your team grows.
Free
$0per month
For teams up to 3 people
Pro
$15per month
For teams of 4 to 25 people, 14-day free trial
Business
$69per month
For teams of 26 to 100 people, 14-day free trial
No card for Free or the 14-day trial. Cancel any time, with a 30-day money-back guarantee on paid plans.
Start freeFAQ
FMLA tracking, answered plainly
FMLA tracking software keeps the record you need for each leave: how many of the 12 weeks (or 26 for military caregiver leave) a person has used in the current 12-month period, how many are left, whether they were eligible, and whether each notice went out on time. LeaveCalc does this one case at a time. It counts approved FMLA leave in hours against the entitlement, flags the three notice deadlines and shows who is running low.
Yes. LeaveCalc is free for up to 3 people with every feature except SAML single sign-on, FMLA tracking included, and a 14-day Pro trial with no card lets a larger team try it first. If you only need a file, there is also a free browser-based FMLA tracker that keeps its data on your device and a free FMLA tracking spreadsheet.
Open the case and use Log FMLA time (or record a request on your FMLA leave type), choose part of a day and enter the hours actually taken, for example 2.5 hours for an appointment or 4 hours for a flare-up. Once the request is approved, those hours count against the person's entitlement and the hours and weeks left update on the case. A full day uses that person's scheduled hours for the day.
A spreadsheet only knows what you type and only recalculates the formulas you wrote. Under the rolling method the 12-month window moves every day, so a formula that is right today can be wrong next month. FMLA tracking software rebuilds the window from the dates each time, keeps the notice deadlines and shows the whole team in one place. For one or two people a spreadsheet is fine, and ours is free: see the FMLA tracking spreadsheet.
The one in your handbook, applied the same way to every employee. LeaveCalc supports the four methods the regulations allow: a rolling 12 months measured back from each use, the calendar year, a fixed leave year you choose, and 12 months forward from the first use. Rolling back is the default. If your handbook is silent, ask your attorney or HR adviser before you pick one, because the choice changes how much leave people can take.
Three per case. The eligibility notice is due 5 business days after you learn that leave may be needed. Medical certification is due 15 calendar days after you request it. The designation notice is due 5 business days after you receive the certification. Business days follow your company workdays and holidays. Each deadline shows as due, overdue or done, and open items appear on the Today page, in the Monday summary and in your calendar feed.
Federal FMLA covers private employers with 50 or more employees, plus public agencies and schools of any size, and only employees who meet the service, hours and worksite tests. Below that size it usually does not apply, although some states have their own family leave laws and you may want one consistent record anyway. You can check the tests with the free FMLA eligibility calculator.
Yes, for the leave types it supports. Besides FMLA, LeaveCalc tracks PTO, sick leave, unpaid leave, jury duty, bereavement, holidays and an Other type, with a team calendar that shows who is out. The case view with the 12-month balance and deadlines is built for FMLA only.
Yes. Set the leave type that you use for FMLA leave to ask for a document, and the employee attaches the certification or doctor’s note to the request as a PDF, JPG, PNG or HEIC file (up to 10 MB each, 5 per request). The file is kept with the request, not in the FMLA case record, and LeaveCalc does not read or check what is in it: the case dates, notices and deadlines are still entered in the case. Files are stored encrypted, apart from your other records. Only the employee, the owners and the managers an owner allows can open them. A manager limited to one department never sees FMLA, sick leave or other protected leave documents, and every view, download and deletion is written to the activity log. Documents are deleted 3 years after the request ended unless you choose 1 year, 7 years or to keep them. A company on the Free plan can keep 50 MB of files and a paid plan 1 GB. LeaveCalc has no virus scanning, so a file is never opened inside the app: it only downloads. FMLA asks covered employers to keep medical certifications confidential and apart from the personnel file (29 CFR 825.500(g)); this is built for that. Documents and medical notes
LeaveCalc is record keeping software. It calculates dates and hours from the information you enter and does not decide whether leave qualifies under the FMLA. Federal rules, state laws and your own policies differ, so confirm your obligations with the US Department of Labor or an employment attorney.
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Set up your FMLA tracking today.
Free for up to 3 people, no card. Add your team, open a case, and let the dates take care of themselves.