Leave management that runs on autopilot
Automate PTO requests, approvals, accruals, and balance tracking — fully integrated with your time tracking and attendance reports.
Submit leave requests from mobile, web, or Teams. Attach documents for medical leave.
Managers approve or decline from the cloud interface — any browser, any device.
Vacation, sick days, and custom leave types. Balances update automatically.
Set up monthly or annual accruals. Carry-over rules. Negative balance limits.
Approved leaves appear in attendance reports automatically — no double entry.
Team absence calendar lets managers plan coverage and avoid conflicts.
Employee Requests
Asking for time off should take seconds, not a chain of emails. TimeClock 365 gives every employee a simple self-service portal — available on iOS, Android, web browser, and directly inside Microsoft Teams — where they can submit a leave request in under a minute.
Employees choose the leave type, select the dates, add a note, and optionally attach a document (such as a doctor's note for sick leave). The request is sent to their manager immediately. No paper forms, no waiting to catch the manager in person, no lost emails.
- Submit from mobile app, web, or Microsoft Teams
- Select start and end dates with a visual calendar picker
- Choose from all configured leave types (vacation, sick, personal, etc.)
- Attach documents for medical or legal leave
- Real-time status updates — employees see when their request is approved or declined
- Full request history per employee
One-tap Approval
When an employee submits a leave request, the manager is notified and can review it from the cloud interface — from any browser, on any device. They can see the full request details — who, what type of leave, which dates, and the employee's remaining balance — and approve or decline with one click.
For businesses that require multi-level approval (for example, team lead and then HR), TimeClock 365 supports approval chains. Each approver is notified in sequence. Managers can also leave a comment explaining a declined request so the employee understands why.
- Approve or decline from the cloud interface — any browser, any device
- View employee's remaining balance before approving
- Multi-level approval chains (team lead → HR → payroll)
- Decline with a comment to explain the reason
- Employee notified instantly when decision is made
Balance Tracking
Keeping track of how many vacation days each employee has used — and how many they have left — is one of the most error-prone tasks in HR. TimeClock 365 automates it completely. Every approved leave request automatically deducts the correct number of days from the employee's balance. Every accrual cycle automatically adds the correct number of days.
Both employees and managers can see up-to-date balances at any time — eliminating the back-and-forth questions to HR. Balances are broken down by leave type, so employees can see their vacation days, sick days, and any custom leave types separately.
- Real-time balance for every leave type per employee
- Automatic deduction when leave is approved
- Employees can check their own balances anytime
- Managers see balances for their entire team
- HR balance reports by employee, department, or date range
- Negative balance prevention (configurable per leave type)
Accrual Policies
Different businesses have different rules about how leave accrues — and TimeClock 365 is built to handle all of them. You can set accruals to run on a bi-weekly, monthly, or annual schedule. Each cycle, the system automatically adds the configured number of days to every eligible employee's balance, with no manual work required.
Tenure rules let you reward long-serving employees automatically. For example, employees in their first year earn 15 days annually, employees with 3+ years earn 18 days, and employees with 5+ years earn 21 days. TimeClock 365 tracks each employee's start date and upgrades their accrual rate at the right time — automatically.
Beyond tenure, you have full control over carry-over limits (how many unused days roll over to the next year), maximum balance caps (to prevent unlimited accumulation), waiting periods for new hires, and whether negative balances are permitted. Each leave type can have its own independent policy.
- Bi-weekly, monthly, or annual flat accrual schedules
- Tenure-based rates — automatically increase after set years of service
- Carry-over rules with configurable day limits per year
- Maximum balance caps per leave type
- New hire waiting periods before accrual begins
- Negative balance permission (configurable per leave type)
- Different policies per employee group (full-time, part-time, contractor)
- Lump-sum allocation option at start of year or hire date
Attendance Integration
One of the biggest time-wasters in HR and payroll is manually entering approved leave into attendance records. In TimeClock 365, leave management and attendance tracking are the same system — so when a leave request is approved, it automatically appears in the employee's attendance record for those dates. No double entry. No sync errors.
When payroll is processed, leave days are already included in the timesheet — correctly categorized as paid vacation, unpaid leave, sick pay, or whatever category applies. This means payroll runs faster and with fewer corrections.
- Approved leave auto-populates attendance records
- Correct leave type appears in timesheets (paid, unpaid, sick, etc.)
- No manual data entry between leave and attendance systems
- Leave included in payroll export automatically
- Absence reports show actual vs planned attendance
- Works with all clock-in methods: biometric, mobile, web
Leave Calendar
Scheduling becomes much harder when you don't know who is going to be away. TimeClock 365's team leave calendar gives managers a clear visual overview of all upcoming absences across their team — by day, week, or month. Before approving a request, managers can instantly see whether other team members are already away on those dates.
HR teams can view the absence calendar across all departments to spot patterns — such as multiple employees taking leave at the same time — and plan accordingly. The calendar also shows public holidays for 20+ countries, so international teams have a complete picture in one place.
- Visual calendar showing all team absences
- Day, week, and month views
- Filter by team, department, or leave type
- Public holiday calendars for 20+ countries
- Conflict warnings when approving overlapping requests
- Export calendar to Google Calendar or Outlook
Why automate leave management?
Manual leave tracking costs HR teams hours every week and leads to payroll errors, compliance risks, and employee frustration. Here's what businesses gain by switching to TimeClock 365:
Frequently asked questions
How do employees request time off in TimeClock 365?
Employees can submit leave requests from the mobile app, web browser, or Microsoft Teams. They select the leave type, dates, and can attach documents for medical leave. The manager is notified instantly.
Can managers approve leave requests from their phone?
Yes. Managers can approve or decline leave requests from the TimeClock 365 cloud interface — accessible from any browser on any device, without needing to be at a specific desk.
Does TimeClock 365 support custom leave types?
Yes. You can create unlimited leave types — vacation, sick days, parental leave, unpaid leave, study leave, and more. Each type has its own accrual rules and balance limits.
How does leave accrual work in TimeClock 365?
You can configure bi-weekly, monthly, or annual flat accrual schedules. Tenure rules automatically increase rates after set years of service (e.g. 15 days in year 1, 18 days after 3 years). You can also set carry-over limits, balance caps, new hire waiting periods, and separate policies per employee group. Everything runs automatically each accrual cycle.
Is leave integrated with attendance reports?
Yes. Approved leave days appear automatically in attendance reports and timesheets — no manual entry needed. Payroll exports include leave data for accurate pay calculations.
Can I see which employees are on leave at any time?
Yes. The team leave calendar shows all upcoming and current absences so managers can plan coverage and avoid scheduling conflicts.