Take your employee holiday calendar online for a better staff experience
Quicker, simpler sign-offs: Manage all leave requests and approvals through one online system. No more paper forms or email chains!
Fewer calendar clashes: Create rules for who can be off at the same time, and alert staff when there’s a booking conflict.
Flexible leave policies: Tailor holiday entitlement for each team member and set policies for carrying leave over.
Does your company need an annual leave planner?
Keeping track of staff holiday should be simple, but often it’s not. There are so many variables – and one mistake can lead to seriously unhappy employees!
WhosOff is the straightforward way to manage staff leave. Our online holiday planning software makes it easy to:
Calculate holiday allowances: Know exactly how much leave everyone’s entitled to – full-time staff, part-time staff, mid-year starters and departing employees.
Track annual leave: See how much holiday each person has used and make sure key people don’t take the same days off.
Annual leave calculator
The holiday entitlement for the year is
This is only a guide, we recommend you carry out your own calculations according to the contractual laws within your own country/company.
Our calculator uses UK statutory frameworks, but here's how to adapt calculations for different scenarios:
Standard full-time calculation
Formula: 5.6 weeks × days worked per week = annual entitlementExample: 5.6 × 5 days = 28 days (including bank holidays if desired)
Part-time pro-rata calculation
Formula: (Days worked per week ÷ 5) × 28 days = pro-rata entitlementExample: Employee working 3 days: (3 ÷ 5) × 28 = 16.8 days, rounded up to 17 days
Mid-year starters/leavers
Formula: (Months worked ÷ 12) × annual entitlement = pro-rata for partial yearExample: Starting July 1st: (6 ÷ 12) × 28 = 14 days for remainder of year
We've assumed you’re a UK company and your holiday year runs with the calendar year (starts 1st January 2026, ends 31st December 2026).
Each employee has a statutory minimum entitlement of 5.6 weeks, which works out as 28 days for a full-time team member working five days per week. This figure can include Bank Holidays and national holidays, if you wish.
Part-time employees are entitled to the same amount of holiday, but pro rata. Legally, this allowance must be rounded up (not down) to the nearest day – so someone working 3 days per week is entitled to 16.8 days’' holiday, rounded up to 17.
Ensure critical coverage while managing complex shift patterns, on-call duties, and mandatory rest periods between shifts.
Balance seasonal demand with fair leave distribution, especially during peak trading periods like Christmas and summer holidays.
Coordinate leave across production lines and delivery schedules to maintain operational continuity without overtime spikes.
WhosOff handles these scenarios through configurable leave restrictions, shift integration, and industry-specific approval workflows used by companies across multiple countries.
What set's WhosOff apart from all other leave management providers
Over 2,500 companies trust WhosOff staff management software
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While our free calculator handles entitlement calculations, WhosOff's complete platform addresses the operational challenges teams face daily:
Can I integrate WhosOff with my existing payroll system?
Yes, WhosOff exports leave data in multiple formats compatible with Sage, QuickBooks, ADP, and other major payroll platforms. Leave balances and approved time off can be exported for accurate payroll processing.
How does WhosOff handle different employment contracts?
The system accommodates full-time, part-time, seasonal, and zero-hours contracts with flexible entitlement calculations. Each employee can have custom leave allowances based on their specific terms.
What happens if someone takes leave without approval?
WhosOff tracks all leave requests and approvals, providing audit trails for HR compliance. Managers receive alerts for unapproved absences and can retrospectively process requests.
Is there mobile access for remote teams?
Yes, employees can request leave and check team availability via iOS and Android apps, plus integration with Slack and Microsoft Teams via the WhosOff API for workflow-based approvals.
Discover how WhosOff’s absence management software works completely free of charge. Get in touch to start your no-obligation trial.
- Access to all WhosOff's key features
- Free telephone and email support from our team of experts
- No long-term contracts or commitments
- Free access until Saturday, 25th April 2026 if you sign up today!
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