The problem

Stop Managing Leave in Spreadsheets

Spreadsheets weren't designed for leave management. They break, they go missing, and they leave managers chasing approvals over email. There's a better way.


📋

Version control chaos

Who updated the spreadsheet last? Which copy is current? Manual tracking means conflicting data and errors that go unnoticed until it's too late.

📧

Approval by email

Requests buried in inboxes, approvals forgotten, no audit trail. Managers spend hours each month on admin that should take minutes.

📉

No visibility across teams

When half the department books the same week off, you don't find out until it's a crisis. Spreadsheets can't show the full picture at a glance.

🔢

Manual balance calculations

Carry-overs, part-time accruals, half-days - spreadsheet formulas break constantly, and recalculating manually wastes hours of HR time.


"We signed up to WhosOff over 10 years ago and have never looked back. I recommend it to absolutely everyone. I think I’m your biggest fan!"

- Elton H, Operations Manager at Propel


Simplify Leave Management

Every feature maps to a real problem you already have

WhosOff is an automated leave management system that replaces manual processes with smart, self-running workflows, so HR and managers get their time back.


📝

Online leave requests

Employees submit requests in seconds, via online or mobile app. Managers approve with one click from any device, anywhere.

⚡

Automated workflows

Requests route to the correct approver automatically. No more chasing, no missed emails, no bottlenecks.

📊

Real-time leave tracking

Every employee sees their exact balance, every manager sees who's off when - always up to date, no manual input needed.


Key features

Everything you need to run
leave management properly


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Manage Leave Requests Online

Employees request leave from any browser or mobile device. Managers receive instant notifications and approve or decline with a single click - no paperwork, no email thread, no delay.

footprint

Track Leave Balances Automatically

Entitlements, carry-overs, part-time accruals, and public holiday adjustments are calculated automatically. Every employee always knows exactly how much leave they have left.

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Team Leave Calendar

A single shared calendar shows exactly who's off, when, and why - across every team and location. Available online as well as on the dedicated WhosOff mobile apps. Spot conflicts before they happen.

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Smart Notifications & Reminders

Automatic email and webhook notifications keep everyone in the loop. Approval reminders stop requests falling through the cracks, and employees are notified the moment a decision is made.

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Reporting & Analytics

Generate detailed leave reports by team, employee, leave type, or date range. Export data for payroll, identify absence trends, and make informed decisions with real data - not guesswork.

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Cloud-Based & Always Accessible

As a fully cloud-based leave management system, WhosOff needs no installation, no server maintenance, and no IT department. Access it from any device, any location, at any time.


Why WhosOff

Spreadsheets vs WhosOff: an honest comparison

See exactly what changes when you move from manual processes to a purpose-built leave management tool.


Capability Spreadsheets WhosOff
Submit a leave request ✗ Email + manual update ✓ Online in under 30 seconds
Approve or decline requests ✗ Reply to email thread ✓ One click from any device
See real-time team availability ✗ Out of date instantly ✓ Live team calendar, always current
Automatic balance calculations ✗ Manual formulas that break ✓ Fully automated, error-free
Mobile access ✗ Not designed for mobile ✓ Native mobile app experience
Audit trail & compliance records ✗ No history or accountability ✓ Full log of every request & decision
Leave reporting & analytics ✗ Manual pivot tables ✓ One-click reports, payroll-ready
Multi-department & multi-location ✗ Separate files per team ✓ All teams in one system
Calendar integrations (Google, Outlook) ✗ Manual export ✓ Automatic two-way sync
Setup time ~ Hours to build, days to train ✓ Up and running in under an hour

Social proof

2,500+ teams have already
made the switch


Rated 5 stars

"We now have greater accessibility across shifts with increased accuracy and visibility"

CB
Catherine B.
HR Manager
Rated 5 stars

"WhosOff was a no-brainer for us, as everyone can easily access the system and see each other’s availability"

SP
Sean P.
Content Manager
Rated 5 stars

"If you’re thinking of moving to an online holiday planner, I’d advise you to do it sooner rather than later!"

JL
Jordan L.
Director

2,500+

Companies using WhosOff

800,000+

Employees managed

4.5★

Average review score

2hrs

Avg. setup time

FAQ

Frequently asked questions

Everything you need to know about WhosOff as your leave management system.


What is leave management software, and do I really need it?
Leave management software is a dedicated system for tracking, requesting, approving, and reporting employee absence - holiday, sick leave, remote working, and other leave types. If your team uses spreadsheets or email to manage leave, you already need it: the average HR team spends 2-3 hours per week on manual leave administration that purpose-built software can automate entirely.
Is WhosOff a cloud-based leave management system?
Yes. WhosOff is a fully cloud-based leave management system - there's nothing to install, no servers to maintain, and no IT involvement required. You access it through any modern browser or via the mobile app, and all your data is securely stored and backed up in the cloud. Updates happen automatically, so you always have the latest version.
How long does it take to set up?
Most companies are fully up and running within one to two hours. You can import your team via spreadsheet, configure leave types, set approval workflows, and invite employees - all through a guided setup. There's no technical knowledge required, and our support team is available to help if you hit any snags.
Can employees request leave from their phone?
Absolutely. WhosOff is designed as a to-be-used-anywhere leave management app. Employees can submit requests, check their balances, and view the team calendar from any smartphone. Managers can approve or decline requests with a single tap. Managers can approve or decline requests with a single tap. No app download is required - it works directly in any mobile browser, though a dedicated app is also available.
How does the automated leave management system handle different leave types?
WhosOff supports unlimited custom leave types - annual leave, sick leave, remote working, parental leave, compassionate leave, and any others your organisation uses. Each can have its own rules, from approval workflows, allowance deductions and visibility settings. The system calculates balances automatically, whilst allowing for pro-rata entitlements for part-time employees as well as adjustments for public holidays.
Does WhosOff integrate with Google Calendar and Outlook?
Yes. WhosOff syncs automatically with Google Calendar, Microsoft Outlook, and Apple Calendar via a single-click setup. When leave is approved, it appears in the relevant calendars instantly - no manual exports or imports needed. This makes it easy for teams to see who's off directly within the tools they use every day.
What reporting does the leave administration software provide?
WhosOff includes a full suite of leave reports you can filter by employee, team, department, leave type, and date range. Reports are available instantly and can be exported to CSV or XLSX for payroll, HR audits, or management reviews. You can also identify absence patterns over time, helping you spot trends and address issues early. All data is retained for your full account history.
Is there a free trial? What happens when it ends?
Yes - Whos Off offers a free trial with no credit card required and no limits, sign up today and get until Wednesday, 26th August 2026. You'll have access to every feature so you can properly evaluate the system before committing. At the end of the trial, it's simple to move to the paid plan, or simply let it lapse - there's no obligation.
How is WhosOff priced?
WhosOff is priced per employee per month, allowing you to scale from a small team to large enterprise. Pricing is transparent with no hidden fees. You can add or remove users at any time. Visit our pricing page for the current rates.

Ready to Simplify Leave Management?

Join over 2,500 companies that have replaced spreadsheets and email chains with WhosOff, the leave management software built for teams that want to move faster.

✓Up to 8 weeks, FREE ✓No credit-card required ✓No setup fee ✓No long-term contracts ✓UK-based support included ✓All features unlocked