Leave tracking for organisations with 100 to 1,000 people

The live data of LeaveCalc for Employers is stored on a dedicated server in Manassas, Virginia, USA, rented from netcup GmbH. The service is served over HTTPS, and the database is copied every night to the same server, and the 14 newest copies are kept. The database copies are not encrypted (the documents attached to requests are, file by file) and there is no off-site copy yet. The few sub-processors that receive some data, and what each one receives, are listed in the security overview.

There are three roles. Owners can do everything. Managers can do everything except billing, team management, company settings, policies and locations. A manager can be limited to one department, and then can change only the requests and people of that department. By default a manager with a department limit can still see the whole team’s people and requests; an owner can switch that off in Settings > Team > Reporting lines, so such a manager sees only their department, themselves and the people who report to them. Viewers can read but not change anything. Pay rates and the leave liability report are visible only to owners and to managers without a department limit. Employees do not need accounts: they ask from one request link and can open a self-service page with an email link to see their own balances and requests.

People sign in with an email and a password, or with a Google or Microsoft account (work, school or personal), and a new company can also be created with either (Sign up with Google, Sign up with Microsoft). Anyone who uses a password can turn on two-step sign-in with an authenticator app in Settings > Account, and an owner can require it for all owners and managers, who then set it up the next time they sign in. There are recovery codes, and a device can be remembered for 30 days. An owner can also require Sign in with Google or Microsoft for the whole company: passwords then stop working, and owners keep an emailed one-time code. People who sign in with Google or Microsoft are covered by the provider’s own checks instead of our two-step sign-in. LeaveCalc trusts a Microsoft email address only when Microsoft confirms that the domain owner is verified; otherwise a person signs in with a password once and connects Microsoft in Settings > Account. Companies on the Business and Enterprise plans can also use SAML 2.0 single sign-on with their own identity provider (Okta, Microsoft Entra ID, Google Workspace or another that supports SAML 2.0), and an owner can require it for everyone. Sign-in must start at LeaveCalc, not at the identity provider, and we have tested it with test keys, not yet with a live tenant at any of those vendors. The SAML setup guide is written for IT administrators. There is no SCIM. Employees do not need accounts. The security overview has the details.

There is a Slack app, and it is live. An owner opens Settings > Integrations and chooses Add to Slack; it is not listed in the Slack Marketplace yet. People type /timeoff to ask for time off, see their balances, see who is out and see their own requests. People who decide get a direct message with Approve and Deny buttons, and an owner can choose a channel for a daily who-is-out post. Sick, FMLA and protected leave read “Away” in those lists. Slack is your own workspace, so it is not a sub-processor. There is no Microsoft Teams app: it is built but not switched on, and Teams gets webhook notifications only. See Slack app.

Yes, in Google Calendar or in Outlook (Microsoft 365 and outlook.com). An owner connects a Google or Microsoft account in Settings > Calendar, and LeaveCalc creates one new calendar in it and keeps it up to date. With Google it can reach only that calendar. Microsoft has no narrower permission than full calendar access, so with Outlook the limit is in how LeaveCalc works: it makes calls to the calendar it created and to no other. Google or Microsoft receives the name or initials, the leave type and the dates, as far as the owner’s privacy setting allows; sick and FMLA leave are never named by type, and no balance, note or reason is sent. Neither is a sub-processor, because the owner connects their own account. The Microsoft app has no verified publisher yet, so some organisations’ administrators block users from agreeing to it, and then their IT administrator has to approve LeaveCalc. Calendar apps can also subscribe to the read-only calendar feed. See Google sign-in and Google Calendar and Microsoft sign-in and Outlook calendar.

Yes. Employees can attach a PDF, JPG, PNG or HEIC file (up to 10 MB, 5 per request) to a time off request, in the app, from their own page, or, for a person with no email address on file, from the request link. For each leave type an owner chooses whether to ask for a document: never, optional, or required after a number of working days, and can add “do not approve until a document is attached”, which an owner can waive. Each file is stored encrypted, apart from the website and from the other records. It can be opened by the employee, by owners and by the managers an owner allows with “Can open medical documents”; a manager limited to one department never sees the documents of sick leave, FMLA, bereavement, jury duty or other protected leave. Every view, download and deletion is written to the activity log. Documents are deleted 3 years after the request ended unless an owner chooses 1 year, 7 years or to keep them. LeaveCalc has no virus scanning, so a file is never opened inside the app, and it only downloads. See Documents and medical notes.

Partly. LeaveCalc runs an MCP server that an AI assistant can use to ask who is out, read balances and requests, and, with a token that can change things, ask for time off or approve and deny requests. It works with Claude Code and with developer tools that can send a fixed token. Claude on the web and ChatGPT need an OAuth sign-in, which LeaveCalc does not have yet, so they cannot connect today. The AI assistants (MCP) page has the details.

Yes. Owners open Settings > Activity log, where each change is a sentence: who did it, when, and what it was before and after. Filter by person, user, kind of change, text or dates, and download the result as CSV or JSON. An owner can let managers read it for their own department, and the API can read it with an owner’s token. Entries are kept for 7 years unless an owner chooses 10 years or for ever. The log is kept in the same database as your records, so it is not a separate, tamper-proof log. See the security overview.

Each person can have their own approver, and an approver can hand over to a delegate while away. An owner can add a second approval step for all requests, for long requests or for chosen leave types, in Settings > Team > Second approval. An owner can also send requests to the person’s manager, using who reports to whom (Settings > Team > Reporting lines). The request stays pending, and nothing is taken from the balance, until the second person agrees. Approvers decide in the app or from the email: the email button opens a confirmation page, and nothing changes until the approver presses Approve there.

Yes. The US Department of Labor's Fact Sheet 28 says public agencies are covered by FMLA regardless of the number of employees. In LeaveCalc the FMLA screens appear by themselves for a US company with 50 or more people or an FMLA case, and an owner can switch them on for any US company, which a small public agency needs to do. Each case keeps the eligibility notice (WH-381) and designation notice (WH-382) dates and deadlines, and each location has its own "50 within 75 miles" setting.

Yes, for a year at a time. An owner on the Business or Enterprise plan opens Settings > Billing > Pay by invoice in the app and sends the organisation’s legal name, billing address, accounts payable email and purchase order number. We make one Stripe invoice for a year, due 30 days after the invoice date, and email the link to your accounts payable address. The plan starts when the invoice is paid. You can also write to contact@leavecalc.com with your purchase order number. Paying monthly by card through Stripe works too. The details are on the buying page.

You can cancel any time in the Stripe billing portal or by email. Access continues to the end of the paid period, then the account moves to the Free plan and nothing is deleted. At any time, Reports > Exports > Download backup gives you a JSON file with your people, policies, requests, holidays, locations, FMLA cases, licences, the audit trail and more. If you want the account deleted, the account owner emails us and it is deleted within 30 days, confirmed in writing.

Our target is WCAG 2.1 AA for the public site, the request page and the app. We ran an accessibility audit on October 6, 2026, and fixed what it found. We have not yet tested with a screen reader. The accessibility statement says where things stand, and a draft Accessibility Conformance Report (VPAT) is available on request by email.

LeaveCalc is run by one person. Support is by email and through the "Ask the developer" chat inside the app. There are no phone sales and no phone support. A real person reads the mail, usually within a day. There is no uptime guarantee: the service runs on a best-effort basis, as the Terms say.

No. LeaveCalc does not have a SOC 2 report or an ISO 27001 certification today, and no third-party penetration test report. Instead there is a written security overview that says what is in place and what is not, and we answer security questionnaires by email, with a plain no where the answer is no.

Yes. Start the 14-day trial with no card, add one department and share the request link with them. Add the other departments and locations when you are ready, and limit each manager to their own department.