Vacation tracker
The vacation tracker your team will actually use
This vacation tracker keeps requests, balances and the team calendar in one place, so nobody has to dig through email or a shared spreadsheet to find out who is off. Employees ask through a link with no account, you approve in one click, and the balance updates itself. It works as a vacation tracking app on any phone or computer, and the vacation calendar shows every booked day by month or week.
Free for up to 3 people, with a 14-day Pro trial. No card. Nothing for your team to install.
Built for your kind of team
Features
Vacation requests, balances and calendar in one place
Six things a vacation tracker should do for a small team, and nothing you have to learn twice.
Vacation requests by link
Share one link in your team chat. Employees pick their name and dates, see how many hours the trip costs, and send. No accounts, no app to install, and you approve or deny in one click.
Vacation calendar for the whole team
See who is away by month or week, filtered by department, with a flag when two people from one team are off at once. Public holidays for your country go in with one click.
Vacation balances that update themselves
Balances in days or hours, granted yearly or building up per pay period or per hour worked, with caps and carryover. Approve a request and the balance drops on its own.
Who is away this week
Each Monday, one page with who is out, who is back, pending requests and low balances. Add the feed to Google Calendar, Outlook or Apple Calendar so the team sees it where they already look.
Carryover and caps
Decide how much vacation rolls over at year end and how much a person can bank. The rule is written once in the policy, so nobody has to remember it in December.
Vacation hours for payroll
Pick a pay period and download a CSV of leave hours by person and leave type, ready for your payroll run. Ready-made files for ADP Workforce Now, Gusto, Paychex Flex, QuickBooks Online Payroll and Paylocity are included too: you download one and upload it to your payroll service. It is not a live connection.
No install
A vacation tracking app without the app
Your team uses the request link in the browser they already have, on a phone or a laptop. There is nothing to download and no password to forget. Only the people who manage leave sign in.
Prefer to start small? Add your team, set one vacation policy and share the link. It is free for up to 3 people, and every new company gets a 14-day Pro trial with no card.
How it works
Set up the tracker once, then it runs itself
Most teams are done the first afternoon.
Type names in or import your spreadsheet as a CSV, then enter what each person has left.
A CSV file is dropped onto the People page. Twelve people appear with their opening balances and a message confirms 12 people imported.
A policy is built by choosing a state, which applies the rule of 1 hour per 30 hours worked. One click adds 11 public holidays to the calendar.
An employee fills in the public request form on a phone and sends it. The request reaches the manager with the hours and balance worked out. The manager approves it and the PTO balance drops from 46.2 to 6.2 hours.
Local rules for your country
Local rules, built in
Pick your country to see the statutory minimums and public holidays LeaveCalc sets up for your team.
80 countries, 39 rule sets, plus state sick-leave rules and FMLA deadlines for US teams.
Rules on file as of September 2026.
Also see
Pricing
Priced by team size, not by feature
Every plan has every feature except SAML single sign-on, which is for Business and Enterprise. You pay only when your team grows.
Free
For teams up to 3 people
$0per month
- Every feature except SAML single sign-on
- Requests, balances and team calendar
- Public holidays for your country
- Payroll CSV export
- US state rules and FMLA deadlines
Pro
For teams of 4 to 25 people
$15per month
14-day free trial
- Everything in Free
- Up to 25 people
- Pay yearly and get 2 months free
- Cancel any time
Business
For teams of 26 to 100 people
$69per month
14-day free trial
- Everything in Free
- Up to 100 people
- SAML single sign-on
- Pay yearly and get 2 months free
- Pay a year by invoice, due in 30 days
- Cancel any time
Enterprise
For teams of more than 100 people
$149per month
30-day money-back guarantee
- Everything in Free
- No limit on people
- SAML single sign-on
- Pay yearly and get 2 months free
- Pay a year by invoice, due in 30 days
- Cancel any time
No card for Free or the trial. Cancel any time. 30-day money-back guarantee on paid plans.
FAQ
Questions, answered plainly
A vacation tracker records who asked for time off, whether it was approved, how much each person has left and who is away when. A spreadsheet can do that until two people edit it at once or someone forgets to update a balance. LeaveCalc works out the hours, updates the balance when you approve and draws the team calendar for you.
No. You share one request link. Employees open it in any browser on a phone or computer, pick their name, the leave type and the dates, and send. They see the hours the request will use before they send it, and you get it with the balance after.
You choose days or hours. Vacation can be granted once a year, or build up per pay period or per hour worked, with a cap and a carryover rule. When you approve a request the balance drops, and the People page always shows what each person has left.
Yes. The team calendar shows every absence by month or week, can be filtered by department, and flags days when two people from one team are out. You can also add the calendar feed to Google Calendar, Outlook or Apple Calendar.
Yes. On the People page you can paste rows or upload a CSV file, then set opening balances so the numbers match your records from day one.
It is free for up to 3 people, with every feature included except SAML single sign-on. Pro is $15 a month for up to 25 people and Business is $69 a month for up to 100 and Enterprise is $149 a month with no seat limit. Every new company gets a 14-day Pro trial with no card, and paid plans have a 30-day money-back guarantee. See the refund policy.
Set up your team today.
Free for up to 3 people, no card. Add your team, set your policies, share the link.