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How to select a better leave tracking system

How to select a better leave tracking system

Leave management, if it is badly organized, it will be a very time-consuming process even in small teams. To apply for leave, to approve it, to check if there is no resource shortage for future workloads, the changeover of vacation appointments is a waste of time for both managers and regular employees.

There is no lack of advice on how to organize the tracking and management of holiday data wisely and efficiently, and there are many tools on the market. So how do you choose a holiday management system that avoids misunderstandings about taken and booked departures and reduces managers’ time?

Why move to a leave management tool?

There are companies that are still keeping an old-fashioned track of how their employees work in spreadsheets. This habit often gets in the way when new tools and services are used, and managers need to figure out how to use tools that are not designed for them.

Those who have implemented leave management software instead of spreadsheets, report that it is even more helpful for small businesses with 5 - 6 employees. Why?

It reduces paperwork and saves time for supervisors and employees. Constantly sending and receiving e-mails when applying for and approving sheets or paper requests takes up valuable time - so why waste your time on that?

It automatically calculates vacation credit. Managers do not have to use a calculator or create formulas in a spreadsheet to add the remaining time and subtract it from the total free days pool.

It helps to track the presence. Absenteeism also affects those who present in the work, as they undermine discipline in the team. When all absences are recorded, employees are better organized at work.

It allows the planning of work and resources. Team and project managers need to know in advance who’s available for upcoming workloads and how much the team can handle.

It helps to avoid conflicts that are related to errors in the calculation of the holiday balance. Thus, the balances are calculated accurately and all accrued and used days are traceable, so that misunderstandings in connection with calculation errors can be easily avoided.

What is to be considered?

When choosing a vacation management system that meets your organization’s needs, it requires careful review of the features and benefits of each tool. Here’s a list of the things you need to consider when reviewing the options available.

Decide if your company needs a dedicated tool or module in another software. Special tools are great, but integration with other systems can be useful. For example, a work tracker integrated vacation tracker can create a time tracking system that provides an overview of past and present work time and available resources for future workloads.

Ensure that the system supports configurable balances, absence types, accruals, and expense rules. If your company has special requirements for the rules for accruals or if you use unusual absence types, the system should allow them to be created and configured.

Access from anywhere is a helpful feature of the vacation management software. Easy access from home, public networks, and other non-office networks usually proves to be helpful in detecting unexpected events in the system, such as sick leave.

Accurate multi-user access and employee self-service are key benefits provided by dedicated holiday data monitoring tools. So make sure that the system you choose has these features. Requesting and approving vacation time should not take too long, so a simple procedure must be provided in the vacation management software.

If anyone can easily access the system, restricting data access is one of the key features. Make sure your new vacation tracking tool provides different data access levels to ordinary employees and managers.

Why IceHrm

IceHrm leave tracking module is used by thousands of companies across the world. You can learn more about features of IceHrm Leave Management here: