Holiday, sickness and rotas on one team calendar

Your team requests time off from their phone. Check their balance and who’s off before approving. Vacaydiary calculates allowances for bank holidays, part-time working and mid-year starters.

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28 daysUK legal minimum, checked for every person
3 regionsBank holidays for England and Wales, Scotland and Northern Ireland
Half daysThe smallest booking, so short absences are counted properly
Any monthStart your leave year when your business does

Time off

Review leave requests with the details you need

People choose their dates and leave type, with the option to attach a sick note. Check their remaining balance, then approve requests individually or in a batch, or decline with a reason.

Approve from the dashboard, the requests list, their profile or the notification itself
Requests left waiting more than five days are flagged, so nobody is left hanging

Allowances

Holiday balances calculated for you

Set your company allowance. Vacaydiary adjusts it for mid-year starters and leavers and part-time working. If a working pattern changes, future booked leave is recalculated.

For UK holiday it checks each person’s legal minimum and stops a save that falls below it
Carry-over with your own cap and expiry date, used before this year’s days
Track paid and unpaid leave separately for your payroll records

Team calendar

See who’s off before the week starts

See approved leave, pending requests, bank holidays and company days off in month, week or day views. The coverage card highlights departments that may need cover.

Coverage risk for the next seven days, marked Clear, Watch or High
Everyone can see colleagues' approved time off, while notes and sick notes stay private

Leave in the calendar people already check

Each person gets a private link that adds their approved time off, bank holidays and shifts to Google Calendar, Outlook or Apple Calendar. HR can share a company link that shows who’s out without revealing why.

Build the week’s rota in a few clicks

Create shifts and assign them to a team as a fixed or rotating pattern. The rota shows planned hours and daily cover, with holidays and days off excluded.

Filter by department or shift, or look at a single day
Export the week to CSV for payroll or your records

Clock in and out from your phone

Your team can clock in, record lunch breaks and clock out from the home screen. Times use our server clock. If you use shifts, late arrivals are flagged against your chosen grace period.

Someone clocks in on a day they booked off? HR is told and can sort it in one place
Employees can request a correction and read HR’s reply in the app. HR can also edit attendance records, with every change logged

Insights

Spot patterns before they turn into problems

Bradford Factor

A sickness score for every person over the last 52 weeks, with an alert when someone moves into a higher band.

Burnout risk

Flags people who haven’t taken a break in months, based on their holiday and sickness records.

Holiday left unused

See who’s taken less holiday than expected for the time of year.

Leave liability

See unused holiday by department to help finance plan for year end.

Questions about leave and attendance

Can’t see yours? Ask us

Yes. Any single day can be a half day. You can also allow half days at the start or end of a longer booking in settings.

You choose whether bank holidays are given as paid days off, worked, or worked with a day in lieu, for the company and for each person. Vacaydiary only counts the bank holidays that fall on someone’s working days.

Vacaydiary calculates their allowance from their start date, rounded up to the nearest half day. Any custom allowance you’ve set stays unchanged.

No. Leave is approved by your HR admins or directors, and you can have as many of those as you need. Everyone, managers included, can see colleagues' approved time off on the calendar.

Vacaydiary supports UK and US workspaces. US teams get federal holidays, paid time off settings and US formats.

Calendar links show time off as all-day events, so a half day appears as a full day there. Inside Vacaydiary it’s shown as a half day.

Keep exploring

For employeesWhat your team sees when they book time off.

People managementWorking patterns, departments and records in one place.

Try Vacaydiary with your team

Try every feature free for 14 days. Set up your workspace and invite your team when you’re ready.

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