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 tracker for small teams
Track annual leave without rebuilding the spreadsheet every week.
LeaveVia keeps employee 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 leave tracker without adding a full HR suite.
30 days free. No card required to start. Nothing is charged until the trial ends.
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.
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 trackers: what small teams usually ask.
What is an annual leave tracker?
An annual leave 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 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.