Employee Holiday Management Software Connected to Your Staff Rota

In many workplaces, holiday requests still arrive as a message in a group chat, a paper form in a tray or an email that gets buried. Two managers might approve the same week for different people, or leave gets signed off without anyone opening the rota.

Meanwhile employees aren’t sure whether their request went through, balances sit in a separate spreadsheet, and approved dates have to be typed into the rota again by hand. Busy days end up short of cover, and if you run more than one workplace, each one keeps its records differently.

• Requests in chats, paper forms and email
• Several managers approving the same dates
• Leave approved without checking the rota
• Staff unsure of their request status
• Balances in separate spreadsheets
• Busy dates left short of cover
• Re-entering approved leave into the rota
• Inconsistent records across workplaces

Software won’t remove every scheduling conflict, but it does put the information managers need in one place.

Each employee signs in to their own account, where they can see their holiday information, pick the dates they want, add an optional note and submit the request. They can follow its status afterwards, and once it is approved the leave shows in the relevant workforce records. Employees only see their own information, in line with existing permissions.

Authorised managers see pending requests in one list. For each one they can check the employee’s balance, read their note, see who else already has approved leave and look at rota coverage for those dates before approving or declining. Every decision is recorded, and approved leave is taken into account when the rota is built.

Managers remain responsible for applying the organisation’s leave policies fairly and lawfully.

WorkPilotAI shows each person’s allowance, carried-over days and leave booked, and keeps a history of allowance changes. Managers choose how each allowance is set up — for example a fixed number of days or a part-time calculation — as a planning aid.

Holiday entitlement and pay can depend on employment status, working patterns, contracts and applicable law. Organisations remain responsible for checking entitlement, pay and compliance requirements.

The calendar can mark UK bank-holiday dates for England and Wales, Scotland or Northern Ireland, and managers can configure related workforce or pay settings. Marking a date does not decide anyone’s right to time off or a premium rate on its own.

Bank-holiday working and pay arrangements depend on the employee’s contract and the organisation’s policies.

On applicable plans, authorised managers can organise leave and rotas for separate workplaces. Professional supports up to 3 sites and Enterprise up to 10 sites. Each manager sees the workplaces their permissions allow — not necessarily every site. Read about multi-site workforce management.

Every new account begins with a 30-day trial. A card is required to start, nothing is charged during the first 30 days, and your selected paid plan begins automatically unless you cancel. There is also a limited Free plan for up to five active employees, which an account moves to if a payment fails after the trial. Current plans and prices are on the pricing page.