Balances that stay tied to the record
Keep entitlement, adjustments, leave taken and future approved leave connected instead of maintaining a separate total by hand.
Annual leave, vacation and employee leave tracker
A leave tracker for annual leave, PTO and vacations — without spreadsheet drift.
LeaveVia keeps employee holiday and annual leave balances, requests, approvals and team availability in one connected workflow, so the number you see has a record behind it.
It is designed for small businesses that need a reliable employee holiday, PTO or vacation tracker without adding a full HR suite.
30 days free. No card required to start. Choose a plan before the trial ends to continue.
What changes when tracking moves out of Excel
A useful leave tracker does more than subtract days.
A spreadsheet can store an allowance and a total. The harder part is keeping that total aligned with requests, approvals, policy rules and who is already away.
Requests and approved dates in one flow
Employees request leave in the browser and managers review the same dates that will feed the shared availability view.
A team view before the next approval
See who is already away and use configured coverage warnings before a request becomes another clash to solve later.
Vacation tracker for US and Canadian teams
Use “vacation” or “PTO” terminology without changing the workflow.
Teams use different words for the same practical job. In the US and Canada, “vacation” and “PTO” are common; in the UK and Australia, “annual leave” and “holiday” are more familiar. LeaveVia keeps the request, balance and approval process consistent while your configured leave types reflect the terminology your team uses.
A vacation tracker should still answer the same questions
- • How much leave or PTO does this employee have available?
- • Which dates have already been requested or approved?
- • Who else is away from the team at the same time?
- • What policy, accrual or carry-over rule sits behind the balance?
Employee leave tracker
Track leave against the employee’s real working pattern and policy.
A useful employee leave tracker should not assume everybody works the same days or has the same entitlement. LeaveVia supports configurable working weeks, leave policies, accrual rules and carry-over settings so the record can match the way your team actually works.
- Different employee entitlements and opening balances
- Full-time, part-time and custom working patterns
- Configurable leave years, accrual and carry-over rules
- Half-day and part-day leave where configured
- A leave ledger for adjustments and approved leave
- Reports and CSV exports when you need a wider review
Annual leave tracking in practice
Follow the balance from policy to approval.
LeaveVia keeps the moving parts together so managers can explain where a balance came from instead of relying on one editable spreadsheet cell.
- Set the employee's leave policy, working pattern and opening balance
- Record entitlement, accrual, carry-over, expiry and manual adjustments in the leave ledger
- Let employees submit requests against the same underlying balance
- Review working days used and team availability before approval
- Keep approved leave visible in the shared availability view
- Export reports when you need a wider view of usage and balances
Spreadsheet or software?
Start simple. Move when the admin starts multiplying.
A spreadsheet can be enough when
- • One person maintains every leave entry.
- • The team has simple, similar working patterns.
- • Requests arrive through one predictable channel.
- • Managers rarely need live coverage context.
Software becomes useful when
- • Employees need self-service requests and their own balances.
- • Different working patterns or leave rules are hard to keep aligned manually.
- • More than one manager approves leave.
- • Team availability matters before approving overlapping dates.
Related tools
Use the simplest option that solves the job.
Common questions
Annual leave and employee holiday trackers: what small teams usually ask.
What is an annual leave or employee holiday tracker?
An annual leave tracker, also commonly called an employee holiday tracker or employee vacation tracker, keeps each employee's holiday allowance, leave taken, approved future leave and remaining balance organised in one place. A software tracker can also connect those balances to requests, approvals and a shared team view.
Can LeaveVia be used as a PTO tracker?
Yes. If your organisation uses PTO as the umbrella term for paid time off, the same LeaveVia workflow can track configured leave types, balances, requests and approvals. LeaveVia does not determine your statutory or contractual entitlement.
Can LeaveVia track different leave entitlements and working patterns?
Yes. LeaveVia supports different employee entitlements, configurable working weeks, leave policies, accrual rules and carry-over settings so teams do not have to force everybody into the same spreadsheet formula.
How is an annual leave tracker different from a holiday planner?
A holiday planner is mainly about seeing who is away and when. An annual leave tracker also keeps the balance and request record behind those dates, so managers can understand what has been used, what is approved and what remains.
Is LeaveVia a payroll or full HR system?
No. LeaveVia is focused on employee leave, balances, policies, requests, approvals and team availability. It is designed to work alongside payroll and other HR tools rather than replace them.
Keep the balance, request and team calendar in the same place.
Start with your real leave policy and a small team. No card is required to begin the 30-day trial.