Run everyday HR
Calendar, leave and attendanceHoliday, sickness, rotas and who’s in today
People managementEvery employee record, kept in one place
Performance and goalsReviews, objectives and one-to-ones
Perks and allowancesBenefits, allowances and discounts in one place
Take care of the paperwork
Onboarding automationNew starters ready before day one
Documents and e-signaturesContracts sent, signed and filed
Integrations and AICalendars, webhooks and your AI assistant
For employeesWhat your team sees when they sign in
Show leave in your calendar, send starter details to other systems and connect your own AI assistant to your HR data. You choose which connections to enable and can switch them off at any time.
Calendars
Employees can add approved leave, bank holidays and shifts to their calendar with a private link. HR can share a company calendar showing who’s off, with optional birthdays and work anniversaries. This company calendar does not show reasons for absence.
Other apps
Send updates when someone joins, their details change or onboarding progresses. Connect through Zapier or Make to update spreadsheets, notify Slack or start account setup in another system.
Technical detail
employee.created, employee.updated, onboarding.started, onboarding.task.completed, onboarding.completed. A workflow step can also send a one-off onboarding.webhook message with the person’s name, work email, start date and role.
HTTPS only. Each request carries X-Webhook-Event and an HMAC SHA-256 signature in X-Webhook-Signature, made with your secret. Failed deliveries are retried. There’s a delivery log and a test button in Settings > Connections > Webhooks.
AI assistants
An HR admin or director can connect Claude or ChatGPT in Settings. Ask questions in plain English and get answers from your HR records without exporting a spreadsheet.
Safety
Your assistant can look things up. It can’t change, add or delete anything in Vacaydiary.
Your assistant can read department pay figures, including medians and totals. It cannot read an individual’s salary.
Only an HR admin or director can connect an assistant, and access stops if they stop being an admin.
Each request is written to your audit log before it runs. If it can’t be logged, it doesn’t run.
Technical detail
AI access uses a remote MCP server. MCP (Model Context Protocol) is a standard that lets AI assistants connect to other software.
The 11 read-only tools cover workspace and employee information, headcount breakdowns, time off, leave requests and balances, absence statistics including Bradford Factor, workflow runs, expiring documents and department pay totals.
120 requests a minute per connection. Every request checks that the person who connected is still an active admin and that the workspace is active. Every call is written to the audit log with its arguments before it runs.
Data read through the connection goes to your chosen AI provider under your agreement with them. Vacaydiary does not run its own AI model.
Settings > Connections > AI access, with a set-up guide for each assistant.
Your team can sign in with the work account they already use, or with an email and password. People can link or unlink their Google or Microsoft account from their security settings.
Import people, leave balances and leave history from CSV, Excel or XML. Preview the import first and undo it within 30 days.
Download your whole workspace as one zip: spreadsheets you can import elsewhere, plus every document and photo.
Can’t see yours? Ask us
There’s no direct payroll connection. You can export people and pay to CSV, or use webhooks to send changes to another system.
No. Calendar links are one-way, from Vacaydiary into your calendar. Time off is still booked in Vacaydiary.
Vacaydiary has no built-in AI assistant. If an admin connects an assistant your company uses, it can read the HR data available through that connection.
Claude and ChatGPT by signing in, and Claude Code, Cursor and VS Code with GitHub Copilot by access token. Other assistants that support remote MCP servers may also work.
The connection can read names, job titles, departments and contact details available to HR admins. It cannot read individual salaries.
Try every feature free for 14 days. Set up your workspace and invite your team when you’re ready.
Card required. Cancel before your trial ends to avoid a charge.
