Employee Leave
Management System
Manage leave requests, approvals, and balances online, in the tracker your team already uses to log hours. Employees submit a request, the Workspace Owner or an assigned manager approves, rejects, or edits it in one click, and the remaining balance updates automatically. Available on all plans starting from $3.99 per user per month.
What Is a Leave Management System?
A leave management system is software that handles employee time off from request to record. Staff submit vacation, sick leave, or PTO requests, managers approve or reject them, and the system tracks how many days each person has left against each policy.
A leave management system keeps one record instead, and that record is what managers, employees, and finance all work from.
How Employee Leave Management Works in WebWork
Set up leave policies
Create a policy for each type of leave your company offers such as vacation, sick days, parental leave, unpaid leave and set the parameters for each one separately.
Assign leave balances
Give every policy its own balance, or set a single balance covering all of them. You can also allow certain policies to have a negative balance.
Employees submit requests
All workspace members can request leave from their dashboard, choosing the policy and the dates they will be away.
Managers approve, reject, or edit
When an employee makes a request, you handle it in one click. Editing a request does not approve it, so dates can be adjusted before a decision is made.
Online Leave Management with Nothing to Install
Leave management runs in the WebWork dashboard under Time Off > Leave, which opens in any browser. Managers approve requests from wherever they are, and employees check their own remaining balance without asking anyone.
Because leave sits inside WebWork rather than in a separate HR product, there is no second subscription to buy and no extra login for your team.
Go to the Web Time TrackerLeave Requests and Multi-Level Approvals
The Workspace Owner, an Executive Manager, or a Team Manager with permission can approve, reject, or edit any request. Member types and permissions control who decides what.
If your organization needs more than one sign-off, set up multiple approval levels in the leave settings. Requests then move through each level in order, which suits companies where a team lead approves first and HR or an executive confirms.
Leave Policies for Vacation, Sick Leave, and PTO
Workspace members request time off for different reasons, and each reason can carry its own rules. Set up a policy for vacation, one for sick days, one for parental leave, and as many more as you need, each with its own parameters.
Policies are also how you handle different jurisdictions. A team in one country can run on different entitlements to a team in another, which matters where annual leave minimums are set by law.
If time off is the main thing you are evaluating rather than time tracking, PTO and vacation tracking covers the same features from that angle.
Leave Balances and Accruals
Each policy carries its own balance, so vacation days and sick days are counted separately. Balances update as leave is approved, and members can see how much they have left.
Accrual is calculated automatically, so balances stay current through the year without anyone recalculating them by hand. The PTO accrual calculator is there if you want to check a figure outside the tracker.
Carry Over Annual Leave and Import Leave Balances
Leave balances usually go wrong at two moments: when the year ends, and when you first move your team into a new tracker. WebWork keeps them right at both.
Carry over unused leave to the next year
Choose what happens to annual leave your team doesn't use. With carry over on, each member's remaining balance moves into the next year instead of resetting to zero. With it off, balances clear at year end as usual. Like leave durations, the setting applies per policy when each leave type has its own duration, or to the whole workspace when one duration covers them all.
Import leave balances from a CSV or XLSX file
Moving from spreadsheets or another HR tool? Upload everyone's current balances in one file instead of entering them one by one. Download the template, enter each balance in the policy's unit (days or hours), and choose how the file is applied:
- Add: adds the file value to each member's current balance.
- Replace: overwrites the current balance with the file value.
WebWork checks the file first, flags any issues, and shows the exact changes it's about to make. Balances update only after the issues are fixed and you confirm.
See Who Is Off and When Across the Workspace
The workspace-wide view shows every approved absence in one place. Approved leave also appears on the time tracking calendar, color-coded so you can differentiate it from tracked hours, breaks, and holidays at a glance.
Staff Leave Management for Teams in Different Countries
Teams in different countries can be assigned different holidays and different leave policies inside the same workspace, so a distributed company does not need a separate system per location. Shift scheduling works alongside this when people also work different hours.
Leave Reports and Records
Reports show when each workspace member was on leave and how much of their balance they used, filterable by member, team, or date range. Everything exports as CSV or XLSX, and reports can be emailed on a recurring schedule.
This record is especially useful for when an employee disputes a balance or an audit asks how much paid leave was taken in a period.
Go to ReportsLeave on the Calendar, in Attendance, and in Payroll
Approved leave does not need re-entering anywhere else in WebWork.
Attendance records
The attendance dashboard shows who is active, absent, late, or on leave in real time, so an approved absence is not counted as a missed day.
Payroll
Payroll calculates paid leave along with regular hours, overtime, and paid breaks, using each member's rate.
Productivity reporting
Paid leave and holidays appear as their own lines in the productivity time breakdown. This way, the days when someone is not working are not counted in the productivity report.
Automated Holiday Notifications
Public holidays are handled separately from leave. Create a holiday list for the workspace, assign different holidays to different teams, and set whether each one is non-working or paid. WebWork AI generates the notification messages and sends them through WebWork Chat or Slack, and the WebWork Bot skips standups on non-working days.
Go to Holiday Management
Security and Privacy
Leave records hold personal information, so they are stored under the same protections as the rest of your workspace data: SSL/TLS encryption, cloud infrastructure on Amazon S3, and Cloudflare network security. WebWork is GDPR, CCPA, and HIPAA compliant, and does not sell customer data.
