Leave management system for modern teams.
OnTym's leave management software puts employee leave requests, balances, approvals and the holiday calendar in one place. Employees apply and track status themselves, managers approve from a single queue, and every decision stays on the record.
- Balances per leave type
- Manager and HR approvals
- Holidays and working days applied automatically
What is leave management software?
Leave management software is the system of record for time off. It holds the leave policies, accepts employee leave applications, works out how many working days a request actually consumes, routes it for approval, and keeps the balance and status up to date afterwards.
Why teams move off manual leave tracking
A spreadsheet plus an email thread works until two people maintain it. Balances drift, weekends and holidays get counted inconsistently, approvals sit in someone's inbox, and nobody can answer "who is off next Thursday" without asking around. The cost is not the tool — it is the coordination around it.
How OnTym centralises it
Requests, balances, approvals and the holiday calendar share one employee record — the same record behind attendance management and the employee self-service portal. An approved leave day is visible to the employee, the manager and the calendar at the same moment, with no re-keying.
What employees can do with leave in OnTym
Each item below is something an OnTym employee account does today, from their own workspace.
Apply for leave
Pick a leave type, choose the dates, mark a half day where the policy allows, add a reason and submit — from the phone or the browser.
See leave balances
Allotted, used, pending and remaining days per leave type, with paid and unpaid types shown separately, so availability is never a guess.
Track request status
Every application shows pending, approved, rejected or cancelled, together with the approver and the note they left on the decision.
Check the calendar and holidays
Company holidays, approved team leave and their own time off sit on one calendar, so a week can be planned without asking anyone.
Understand what actually counts
OnTym counts working days only — weekends and company holidays are skipped, and half days count as half — so applied days match reality.
Cancel a request
A pending request, or an approved one that has not started yet, can be cancelled by the employee, and the days return to the balance.
What HR and managers can do
Approvals, policies, balances and the holiday calendar, scoped by role so each person sees only the leave data they should.
Review pending requests
Managers open one queue of pending applications from their direct reports, with dates, type, day count and reason already on the request.
Approve or reject with a note
Each decision can carry a note back to the employee, so the reason for a rejection or a change is recorded on the request itself.
Team leave visibility
See which of your reports are away and when, and review decided requests alongside pending ones instead of searching a mailbox.
Policies and balances
Leave types carry an annual allotment, paid or unpaid status, notice period, maximum consecutive days, half-day and carry-forward settings.
Holiday calendar management
HR maintains company holidays — including optional ones — in the calendar module, and leave calculations use that same list.
Role-based access
Employees see their own record, reporting managers see their team, and HR and admins work across the company. Scoping is enforced in the backend.
Leave is one module of the platform. See everything OnTym covers
How leave management works in four steps
The same flow every request follows, from checking availability to an updated balance.
- Step 1
Employee checks availability
They open their balances and the shared calendar to see remaining days per leave type, company holidays and who else is already away.
- Step 2
Employee submits the request
Type, dates, optional half day and a reason. OnTym validates notice period, maximum consecutive days, remaining balance and overlaps before submission.
- Step 3
Manager or HR decides
The request lands with the reporting manager or HR, who approves or rejects it with a note. The employee is notified of the outcome.
- Step 4
Status and balance update
The request status changes, approved working days count against the balance, and the leave appears on the company calendar.
Leave management features
Only what is shipped in OnTym today — no accrual engines, encashment rules or chat-tool integrations claimed.
Leave requests
Digital applications with type, dates, half-day option and reason, replacing forms and chat messages.
Leave balances
Per-type allotment with used, pending and remaining days calculated from actual approved and pending requests.
Approval workflow
Requests route to the reporting manager or HR, who approve or reject with a note that stays on the record.
Leave status tracking
Pending, approved, rejected and cancelled states, filterable history, and the approver recorded on every decision.
Holiday calendar
Company holidays, including optional ones, maintained in the calendar and used when counting leave days.
Working-day calculation
Weekends per the company working-days setting and holidays are excluded automatically; half days count as 0.5.
Policy controls
Notice days, maximum consecutive days, eligibility after joining, paid or unpaid, carry-forward and half-day permission.
Attendance context
Leave sits beside attendance in the same platform, so a day off is not read as an unexplained absence.
Role-based access
Employee, reporting manager and admin scopes, so people only see the leave data their role allows.
Why use OnTym for leave management?
Leave is rarely a standalone problem. It touches attendance, planning and payroll, which is why OnTym runs it inside the same platform and the same employee record rather than as a separate leave tracker.
- One place to see who is away, when, and on which leave type
- Less back-and-forth coordination over chat and email for every request
- A clear approval path with the decision and note kept on the request
- Employee self-service for applications, balances and status checks
- Leave connected to attendance, so absences are explained by the record
- Working-day counts and holidays applied consistently for everyone
Leave management software vs manual tracking
Both approaches record time off. Only one of them keeps the numbers, the calendar and the decision in the same place.
| Spreadsheets and email | OnTym leave management |
|---|---|
| Leave asked for over email or chat, approved in a reply | Leave applied for in the system with type, dates and reason |
| Balances recalculated by hand in a spreadsheet | Balances derived automatically from approved and pending requests |
| Weekends and holidays counted differently by different people | Working days computed from company working days and holidays |
| No shared view of who is away next week | Approved leave and holidays on one shared calendar |
| Decisions and reasons scattered across inboxes | Approver and their note stored on each request |
| Absences hard to reconcile against attendance records | Leave and attendance in the same platform and the same record |
Who uses OnTym leave management
The same employee leave management system fits a first HR hire, a manager with six reports, and a team spread across cities.
Small and growing businesses
Move off the leave spreadsheet without buying a heavy HR suite, and switch on more OnTym modules as the company grows.
HR teams
Define leave types and policies once, maintain the holiday calendar, and stop reconstructing balances by hand at the end of a period.
Managers
One queue of pending requests from direct reports, with team availability visible before an approval is given.
Distributed and hybrid teams
People in different offices or working remotely apply and get decisions in the same system, with no local paperwork.
Leave management questions
What is a leave management system?
A leave management system is the software a company uses to record and decide time off. Employees apply for leave in it, the system checks the request against the leave policy and remaining balance, the manager or HR approves or rejects it, and the outcome updates the employee's balance and the shared calendar — so leave lives in one record instead of an email trail.
What is leave management software?
Leave management software is the same thing described from the buyer's side: a tool that replaces spreadsheets and email approvals for time off. In OnTym it covers leave types and policies, leave applications, working-day calculation around weekends and holidays, an approval workflow, request status, and a live view of who is away.
How does employee leave management work in OnTym?
An employee opens the calendar and their balances to check availability, submits a leave request with dates, type and reason, and the request goes to their reporting manager or HR. The approver reviews it and approves or rejects it with a note. The employee sees the decision and status, and approved days count against the balance and appear on the shared calendar.
Can employees apply for leave online?
Yes. Employees apply for leave from their own OnTym workspace on mobile or desktop. They choose a leave type, pick the dates, mark a half day where the policy allows it and add a reason. OnTym counts only working days, skipping weekends and company holidays, and validates the request against notice periods, maximum consecutive days and overlapping requests before it is submitted.
Can managers approve leave requests?
Yes. A reporting manager sees pending requests from their direct reports and approves or rejects each one with an optional note that the employee can read. Access is role-based, so managers see their own team's requests while HR and admins work across the company.
Can employees track their leave balance and request status?
Yes. Each employee sees, per leave type, how many days are allotted, used, pending and remaining, along with whether that type is paid. Every request carries a status — pending, approved, rejected or cancelled — plus the approver and their note, and employees can filter their own request history by status.
Want to see it with your own leave policies? Start a free trial
Put leave on one system.
Set your leave types, invite your team, and let requests, balances and approvals live in one place.