Leave management software that keeps PTO, holidays, and balances in one place
Key features of leave management software
Upgrade from a basic employee vacation tracker to fully automated leave management. Hubstaff handles the full leave cycle, from accrual rules and holiday policies to audit-ready reporting. The Time Off feature is available on the Team plan and up.
Flexible accrual policies
Build time off policies around Annual, Monthly, Hours worked, or Policy joined date accrual schedules, each with its own accrual amounts and caps. Decide whether balances roll over annually, and allow negative balances so team members can request time off before it's fully earned.
Custom holiday policies
Assign pre-built US, Canadian, Christian, or Orthodox Christian holiday calendars, or create custom holidays with their own dates and paid hours. Add team members to each policy by member list, home country, or employment type, so a distributed team automatically sees the right holidays.
Self-service time off requests
Team members request full days or partial hours straight from the calendar tab, with weekends and holidays excluded automatically. Optional file attachments allow supporting documents to be attached to the request itself, so managers have the full picture before they decide.
Role-based approvals
Only owners, organization managers, and team leads (if enabled) can approve, deny, or edit requests, which keeps approval authority with defined Hubstaff roles and permissions. Submitted, Approved, Denied, and All views show every request's status at a glance, filterable by member, team, and date.
Real-time Time Off Balances report
The Time Off Balances report shows available, pending, and used time off for every team member, filterable by member or policy. Schedule it to send automatically, email it to stakeholders, or export it whenever payroll or leadership needs current numbers.
Audit-ready Time Off Transactions report
The Time Off Transactions report keeps a detailed, exportable log of every time-off request, its approval status, and the applicable policy. When a client or auditor asks how a balance was calculated, the record already exists. Larger organizations can scale leave operations with the same documentation behind every balance.
How Hubstaff's leave management software works
Install the Hubstaff app
Install Hubstaff on company devices for automatic time tracking, or invite your team to download the app on Windows, Mac, Linux, Android, iOS, or the Chrome extension. Setup takes minutes, and team members can start tracking right away.
Set up time off and holiday policies
Configure accrual schedules (Annual, Monthly, Hours worked, or Policy joined date), then assign holiday calendars by member list, home country, or employment type. New hires can be added to policies automatically as they join, so coverage keeps pace with hiring.
Approve requests and track balances
Team members submit requests, and owners, organization managers, or team leads approve or deny them from the Submitted view. The Time Off Balances report shows available, pending, and used time in real time, and the Time Off Transactions report logs every change behind those numbers.
Pair them with Hubstaff's workforce analytics for a wider view of how time off shapes capacity across teams, with advanced insights for deeper productivity context.
Related resources
Managing time off requests
Practical ways to handle requests fairly without losing coverage when several arrive at once.
Time off and holidays in Hubstaff
An overview of how time off policies, holidays, and balances work inside the platform.