Superkoda / Apps / Leave Tracking
Leave Tracking: Leave management software that gets the balances right
Employees request time off from the web, a phone, Slack or Teams and see a balance they can check line by line. HR sets the real policy once, and payroll gets an export that matches the pay period.
- 15-minute guided setup
- Approval chains up to 5 steps
- Exports per pay period
14-day free trial. No credit card required.
From $99 a month for up to 75 tracked employees. Unlimited users.
Common problems
Unexplained balances
Nobody can explain why a balance is what it is.
Every balance is a list of dated entries with the calculation written out.
Part-time deductions
Part-time staff lose a full day for a four-hour shift.
Leave is counted in the hours each person actually works.
Locked approved leave
Approved leave can't be moved, only cancelled and rebooked.
Edit approved dates; the original booking stays until the change is approved.
Payroll mismatches
Payroll gets leave that doesn't match the pay period.
Exports per pay period, with adjustment rows for late changes.
Who uses Leave Tracking
Leave Tracking is built for companies with 10 to 500 people, especially those with staff in more than one country, part-time or hourly workers, or payroll in a separate system.
Point tools such as Timetastic stay simple by leaving complex policies out. Suites such as BambooHR have the depth, but BambooHR starts at $250 a month for up to 25 people and leave is one module among many.
Employees
Request time off from the web, a phone, Slack or Teams and see a balance they can check.
Managers
Approve or delegate in one step, with the team's coverage in view.
HR admins
Set up policies once, fix balances with an audit trail, and handle joiners and leavers.
Payroll and finance
Pull period exports, lock periods and read the leave liability report.
Leave Tracking workflow
Request
An employee picks dates in Slack, Teams, a phone or the web and sees the balance after the request.
Approval
The manager sees who else is off and any staffing rule, then approves. If they are away, the request moves on.
Balance update
The balance gets a dated entry that explains the calculation.
Payroll export
At period end, HR exports exactly the leave in that pay period and locks it.
Leave and PTO tracking, from request to payroll
Explainable balances
Every balance is a list of dated entries with a line of working, such as “Pro-rata grant: 25 × 184/365 = 12.6, rounded up to 13”. A retroactive change adds a correction entry and leaves the history alone.
Hours-based leave
Per-day hours, rotating two- to four-week patterns and accrual from hours worked. A four-hour day deducts four hours, and part-time staff get public holidays pro rata.
Country and regional holidays
Each location has its own public holiday calendar, with weekend substitution rules and half days. Next year's holidays are already there.
Multi-step approvals
Chains of up to five steps, delegation, re-routing when an approver is away and escalation after a set number of hours. Blackout periods and minimum staffing are checked before anything is approved.
Edits to approved leave
Move the dates of approved leave without cancelling it. The original booking stays in place until the change is approved.
Payroll exports
Pay calendars, one export per pay period, locked periods with adjustment rows for late changes, and a report of what untaken leave is worth.
Included features
Starter and Growth include every feature. The plans differ only in size.
Policies and balances
- Leave types and policy versions
- Accrual yearly, per period or from hours worked
- Carry-over caps and expiry
- Holiday calendars per country and region
- Rotating schedules and part-time hours
- Time off in lieu
Requests and approvals
- Requests in hours, days or half days
- Edits to approved leave
- Approval chains with delegation
- Blackout periods and minimum staffing
- Team calendar and who's out
- Email, push, Slack and Teams alerts
Reports and payroll
- Pay calendars and period exports
- Period locks with adjustment rows
- Leave liability report
- Bradford factor and absence reports
- Audit log
- Sick-leave privacy and retention
Integrations
- Slack
- Microsoft Teams
- Google Calendar
- Outlook
- iCal feeds
- CSV import and export
- REST API
- Webhooks
Customization with Superkoda AI
Superkoda AI changes Leave Tracking on a development copy from a request in plain language. Changes reach users only when you release them.
It runs on the Superkoda platform, with access rules down to a single record and releases you can undo.
14-day free trial. No credit card required.
When someone books more than 10 working days in a row, ask their department head as well.
Add a cost centre column to the monthly payroll export.
Switching to Leave Tracking
From Timetastic
You can edit approved leave instead of cancelling and rebooking it, route requests through more than one approver, and accrue weekly or per pay period.
From BambooHR
Keep BambooHR as your HR system and run leave here: part-time proration, edits to approved leave and minimum staffing rules, at a flat price for leave alone.
From Vacation Tracker
Approval chains of five steps instead of two, hourly leave and accrual on every plan, and reports that line up with pay periods.
From a spreadsheet
Import the sheet you have, with opening balances. Everyone sees who is out, and every change is recorded.
Migration
Export
Download employees and opening balances from your spreadsheet or current tool as CSV.
Country template
Leave types, statutory minimums and public holidays are filled in for you to edit.
Import
Import employees with their opening balances and compare the result with your sheet.
Team invite
Connect Slack or Teams and calendars, and people can request leave the same day.
Leave Tracking pricing
Two flat plans with the same features. You pay for the number of tracked employees, not for users.
Starter
- Every feature in the app
- Unlimited users
- Changes with Superkoda AI
- Import from spreadsheets
14-day free trial. No credit card required.
Growth
- Every feature in the app
- Unlimited users
- Changes with Superkoda AI
- Import from spreadsheets
14-day free trial. No credit card required.
Enterprise
- Everything in Growth
- Contractual SLA
- Sandbox environment
- SIEM audit stream
- Named customer success manager
- Custom contract terms
Leave Tracking FAQ
Can employees use it as a PTO tracker?
Yes. Each employee sees their PTO and vacation balances, upcoming time off and the working behind every number, on the web, on a phone, or in Slack and Teams.
How is PTO accrual calculated?
By your policy: a yearly grant, monthly, per pay period or from hours worked, pro rata for joiners and leavers, with carry-over limits and tenure increases. Each balance shows the calculation line by line.
How long does setup take?
Guided setup with a country template takes about 15 minutes for the basics. Importing employees and opening balances from CSV is one more step.
Can we bring our current balances?
Yes. Import employees with their opening balances from a CSV, so nobody's balance resets.
Does it work on phones?
Yes. It installs on a phone from the browser with the same features as the web, and requests and approvals also work in Slack and Teams.
Is there a free trial of Leave Tracking?
Yes. Leave Tracking starts with a 14-day free trial, and you don't need a credit card to start it. Pick Starter or Growth when the trial ends.
What counts towards the tracked employees limit?
Employees whose leave you track, at the highest count in the last 30 days. People who have left don't count.
What happens if we go over the limit?
Nothing stops working. You get 30 days' grace, then a prompt to move up. On monthly billing the new plan starts at your next renewal; on annual billing we pro-rate the difference.
Do we pay per user?
No. Both plans include unlimited users, and Starter and Growth have the same features.
Can we change the app ourselves?
Yes. Describe the change to Superkoda AI and it updates the fields, screens, rules and reports of Leave Tracking on a development copy. You try it, then release it. A developer can also edit the code directly.
Is there a discount for paying yearly?
Yes. Annual billing costs 10 times the monthly price: $990 a year for Starter and $1,990 for Growth.
Other Superkoda apps: Visitor Management SOP Software Asset Management Church Management Vendor Management Deal Flow Field Service Dispatch.
Try Leave Tracking free for 14 days
Import your data, invite your team and change the app with Superkoda AI.
14-day free trial. No credit card required.