Who is already away?
Team and location views make overlapping approved absences visible before the decision is made.
Staff holiday planner and holiday tracker for small businesses
See who is away before you approve the next request.
LeaveVia gives managers a shared staff leave calendar, holiday booking system and planner view alongside the request, balance and approval record that sits behind each absence.
It is designed for small teams that need a reliable holiday planner without adopting a full HR suite.
30 days free. No card required to start. Choose a plan before the trial ends to continue.
The planning problem
A wall chart shows absences. Managers need the context behind them.
A useful holiday planner should answer three questions quickly: who is already away, how much leave does this person have left, and what happens to team cover if the request is approved?
What balance is left?
The request sits alongside a ledger-backed balance rather than a number copied from a separate sheet.
Will the team still have cover?
Configured coverage rules can flag when an absence would take available staffing below the minimum you chose.
From request to shared calendar
One holiday booking process instead of three disconnected tools.
Employees request leave
People enter the dates in LeaveVia, see their own balance and keep the request in one place instead of sending it through email or chat.
Managers review availability
The approver can see other absences and coverage context before accepting or declining the request.
Approved leave stays recorded
The decision updates the leave record and can sync approved leave to connected Google or Outlook calendars while LeaveVia stays the source of truth.
Holiday tracker for UK and international teams
A holiday tracker should connect the calendar to the request and balance.
In the UK, “holiday tracker” is often the simplest way to describe the job: keeping staff holiday dates, remaining allowance and team availability clear. LeaveVia combines that view with the request and approval record, so the calendar is not maintained separately from the balance behind it.
Keep the holiday tracker useful for managers and employees
- • Employees can see their own balance and submit a request.
- • Managers can review existing absences before approving another one.
- • Approved leave stays tied to the underlying leave record.
- • Google or Outlook calendar sync can reflect approved leave.
More than a visual planner
The details that make a holiday planner usable all year.
- Annual leave and other configurable leave types
- Part-time and custom working patterns
- Leave years, accrual and carry-over rules
- Public holiday calendars
- Half-day and part-day requests
- Reports and CSV exports
Still planning in Excel?
Use the spreadsheet until the workflow becomes the problem.
For a very small team, a spreadsheet can be enough. We provide a free template so you can start there without creating an account.
Need a quick balance check?
Our free balance calculator shows the effect of entitlement, carry-over, leave already taken, future approved leave and pending requests. It is a planning tool and does not calculate statutory entitlement.
Frequently asked
Staff holiday planner questions.
What is a staff holiday planner or holiday tracker?
A staff holiday planner or holiday tracker shows who is away and helps a team manage holiday requests, approvals and balances. LeaveVia combines the planning view with the underlying leave records so managers do not have to keep a separate spreadsheet, booking process and calendar aligned by hand.
Can LeaveVia be used as a team leave calendar?
Yes. Managers can see approved absences and team availability in the leave workflow while requests, balances and approvals stay in the same system. Approved leave can also sync to connected Google or Outlook calendars.
Can managers see who is already off before approving a request?
Yes. LeaveVia shows team availability in the leave workflow so a manager can review existing absences before deciding. Coverage rules can also warn when availability would fall below a configured minimum.
Does LeaveVia work for part-time employees?
Yes. Working patterns can be configured per employee so leave is handled against the days that person actually works.
Does a holiday planner replace payroll or employment-law advice?
No. LeaveVia is a leave and availability tool. It does not run payroll and its configurable policies do not replace checking your rules against the employment law that applies to your organisation.
Give your team one place to plan leave.
Start a 30-day free trial with your own team and policy. No card is required to begin.