TRUSTED BY COMPANIES JUST LIKE YOURS
Employee leave management software
for retail businesses
In the busy retail industry, managing employee holiday is never straightforward. You need to know exactly who has booked time off, which shifts need covering, and whether any store or department will be left short - before approving any request. Without that visibility, you risk understaffed floors, frustrated customers, and missed sales targets during the periods that matter most.
WhosOff gives retail businesses a complete, real-time picture of who is available across every store, department, and role - updated automatically as leave is requested and approved. From a part-time sales associate requesting a week off to a warehouse operative logging TOIL after a late-night stock delivery, every absence is visible, manageable, and traceable in one place.
Whether you run a single high-street store or a multi-site chain with hundreds of staff, WhosOff scales to fit your team structure, your shift patterns, and your trading calendar.
The perfect leave planning tool
for retailers
Retail staffing is complex enough without leave management adding to the pressure. WhosOff makes sure it doesn't.
See who is available across every store, department, and role (via tags) in real time - before approving any holiday request. Never again risk an understaffed shop floor during a peak trading day, a bank holiday, or a sale event.
Block leave requests during Black Friday, the Christmas period, summer sales, and any other dates where full staffing is non-negotiable. You define the blackout dates - WhosOff enforces them automatically across every store and team.
When staff work extra hours for late-night openings, weekend trading, or bank holidays, log those hours in WhosOff and let them accrue as TOIL. Fair, transparent, and exportable directly to payroll - no paper timesheets required.
Run all your stores from one account. Head office sees the whole picture; store managers approve requests for their own team only. Filter by site, region, department, or custom tag to check availability at any specific location.
Retail teams often include a mix of full-time, part-time, and seasonal staff. WhosOff handles pro-rated entitlements, custom working days, and fast onboarding of new starters - getting seasonal hires productive from day one.
WhosOff is intentionally easy to use so that store managers and retail staff can be up and running in minutes. No training programme needed - important in a sector where turnover can be high and getting new people started quickly matters.
Useful features for
easy leave management
Free first-class support
Phone and email support from our UK-based team - available Monday to Friday, 9am to 5.30pm. Whatever your retail business needs to get the most from WhosOff, we are here to help, at no extra cost.
Free iOS & Android apps
Staff on the shop floor or in the warehouse can submit leave requests, check their entitlement, and view team availability from their phones - without needing to find a computer. Managers can approve requests on the go too.
Limit leave in peak trading periods
Restrict holiday requests during Black Friday, Christmas, January sales, bank holiday weekends, or any period where full staffing is critical - so you are never short-staffed when the trading calendar is at its most demanding.
Custom overtime & TOIL types
Create unlimited overtime types - late-night openings, bank holiday working, stock delivery cover, click-and-collect surges, and track all additional hours in one place with detailed payroll-ready reports.
Rapid onboarding for new staff
Add a new team member in under two minutes. Bulk import an entire cohort of seasonal hires via CSV in a single upload. WhosOff's guided setup and intuitive interface mean new starters are submitting their first leave request on day one.
Leave & absence reporting
Export detailed reports on leave taken, sickness absence, TOIL balances, and remaining entitlements for any date range and any combination of staff, stores, or departments - formatted for payroll or HR review.
Minimum staffing thresholds
Set the minimum number of staff required per department. WhosOff automatically blocks requests that would breach your threshold - so the shop floor never falls below safe operating levels without a manager needing to police every request.
Real-time store calendar
A live view of who is in, who is off, and who is pending across every store and team - updated the moment a request is approved, declined, or amended. Know your staffing picture at a glance, at any time.
Central document hub
Store staff contracts, HR policies, company handbooks, and compliance documents securely in WhosOff - with optional read-and-agree receipts to confirm every employee has acknowledged them, including seasonal hires.
Enhanced security
Optional multi-factor authentication and seamless single sign-on integration with Azure AD, Okta, OneLogin, or Auth0 - keeping your team's HR data and employee records secure across every device and location.
Bulk leave bookings
Quickly schedule agency-wide shutdown periods, mandatory training days, or store launch events across your whole business or individual teams - fast bulk scheduling without individually updating every employee record.
API & integrations
Connect WhosOff to your existing retail management software, workforce planning tools, HR platforms, or payroll systems via a dedicated API and webhook support - so your leave data flows where it needs to, automatically.
Built for the reality of retail working hours
Retail teams rarely work a standard nine-to-five. Late-night opening events, early morning deliveries, bank holiday trading, and Black Friday surges mean your team regularly puts in hours beyond their contracted time. WhosOff's built-in overtime and TOIL module handles all of it - fairly, transparently, and without a single paper timesheet.
When staff log additional hours - whether for a pre-Christmas late-night opening or a Sunday bank holiday shift - those hours accrue as TOIL to be taken during a quieter period. Managers see live TOIL balances for every team member, and detailed overtime reports export directly to your payroll provider.
Create unlimited overtime types to match exactly how your retail business operates, and track them all alongside annual leave and sickness in one place.
Unlimited overtime types - late nights, bank holidays, weekend cover, deliveries
Single place to track all extra hours, accrued TOIL, and lieu days
Lost data - everything logged digitally and audit-ready
Mobile access so staff can log hours from the shop floor at any time
Manage leave on the move with the WhosOff mobile app
Retail teams are never sitting still. The WhosOff mobile app means leave requests, approvals, and store availability are always at hand - whether your team is on the shop floor, working in the stockroom, or covering a shift at another location.
Sales associates and warehouse staff can check their holiday balance and submit requests from their phones during a break, without needing to find a manager or a back-office terminal. Team leaders and store managers can review and approve requests on the go, so nothing sits waiting when the shop floor is too busy to step away.
TOIL accrual, sickness logging, and balance checks are all available in the app too - giving your entire team a single point of access to their leave information, wherever they are working.
Discover how WhosOff's absence management software works completely free of charge. Start your no-obligation trial today - no credit card required.
Each account has access to: Access to all WhosOff's key featuresFree telephone and email support from our team of experts
TOIL, overtime types, and shift pattern support included
Peak-period restrictions and minimum staffing rules ready to configure
No long-term contracts or commitments
Fancy a demo? Call +44 (0)1227 812932, or email our support team.
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