Online tool for leave and absences planning - without registration

Use cases for the leave and absence planning

What is a leave schedule ?

The vacation schedule is a table that indicates the rest days of a company's employees.
A leave and absence schedule is in the form of a calendar which establishes the correspondence between the monthly days worked and the absence periods allocated to each employee.

How to configure a vacation schedule?

The leave schedule is the visual part of the leave management HRIS.
Before planning absences, there is the paid leave management system which integrates the rules for calculating leave.
The configuration of the schedule is strongly linked to the paid leave rights of the company's staff.
To make it easier to read the leave schedule, the leave table offers several types of view of the schedule.
- A monthly view of the leave schedule which allows you to control employees absent in the short term
- An annual view which allows you to have a general vision of employees' vacation periods

What filters are applied in a leave schedule?

Even if Excel vacation planning is the preferred tool for small and medium-sized businesses, it is clear that dematerialized planning is most commonly used in the business world.
Thus, thanks to the advanced planning options offered by a dematerialized vacation schedule, it is possible to filter employees by department or according to their assignment sites.
It should also be noted that companies are most often organized by team. In this context, the vacation schedule offers a vision of team organization seen in pairs, in order to visualize,which employee is on rest? is the pair present or absent during the same vacation period etc...

Leave planning as an attendance table

As a computer schedule, this vacation period visualization table can be adapted to other uses for monitoring personnel within the company.
Indeed, this is one of the advantages of creating your vacation planning on a computer, but even better...completely online for free, with advanced features worthy of vacation planning software.
This leave schedule offers a display of time slots with color codes corresponding to the employee's period of absence.
The white areas of the schedule are considered as days of availability or days of presence of the teams.
However, you can adopt your own legend for the leave schedule to ensure that the colored areas can represent company presence times.
Therefore, this schedule can be viewed as an attendance schedule.
There is therefore a multi-use planning dimension depending on the information you wish to represent, namely, absence periods or days of presence to illustrate employee availability.

Company staff leave table

The holiday period involves a reorganization of the teams. This is why the leave schedule must be readable and transparent in order to control employee absence periods.
Most companies use dedicated leave management software to centralize employee leave requests.
To do this, the leave monitoring solution can be of the following type : leave management software or quite simply a leave table in Excel format.
Before planning absences, the company must define the leave request and validation process, ie: who validates whose leaves ?
Indeed, the leave management software is intended to facilitate interactions, but the roles must be well defined at the level of the organization
Before planning absences in the online leave software, you can consolidate the information on leave requests in an Excel table, in order to better control the periods of absence of each employee, then recording in the online leave planning software will be much more intuitive.

Print preview of the vacation schedule

Before downloading the vacation schedule, make sure that the vacation periods desired by employees have been reflected in the leave planning.

Indeed, the schedule to be printed must be in phase with the periods actually requested, because this same schedule will be brought to the attention of employees to organize their next vacation...the leave planning software must restore the correct situation, hence this step of preview of planned leave, to ensure that leave per employee has been well defined to avoid errors that could cause confusion and complicate the organization of teams.

In this regard, this leave planning tool offers several visualization and navigation functionalities :
º Planned holidays by monthly period
º Visualization of leaves and absences by quarterly period
º Navigation system by year to have a broader view of planned holidays

Online leave planning software VS excel leave table

Leave management is a sensitive subject because it concerns the organization of the company's human resources.
When the vacation schedule is defined, the employee integrates it into their calendar for their upcoming vacation.

The aim of the online leave planning software is to make the information more reliable through a free leave monitoring tool.
This vacation tool saves you time and efficiency because your leave planning will be generated automatically by integrating the dates and weeks precisely.
Unlike the leave table in Excel, you do not need to declare the dates by period, because the leave planning software will fulfill this mission for you.

However, the leave table in excel can be interesting, especially if you master the coding of macros in excel.
The advanced formulas in Excel allow you to do other things than the display of the leave planning... For example, you can implement a system of calculation of leave balances, in addition to the planning of absences.

For your information, as a leave management software publisher, we offer a whole range of activity monitoring tools around working time management. Thus, if you do not use this online holiday planning tool, you can discover the premium version of our HR solution via the demo creation link offered in the right panel of this same page.

Display of the leave schedule to employees

Once the leave schedule is finalized, the last step is to distribute it to employees.
The online leave planning software offers a PDF export feature that you can print later.
Among the solutions for distributing the leave schedule in your company, there is the display in a common space shared by all employees or via a file storage software such as Google drive.
This allows each employee to control their schedule of leaves and absences, as well as the vacation periods of their colleagues or members of their work team.

The online leave planning software offers a space to display the legend with the color of the types of leave.
This leave planning tool thus offers a broad view of absences, while specifying the different types : paid leave, paternity leave, planning of unpaid leave, maternity leave, parental leave, absence on sick leave, special leaves, or other absences to be freely defined in the leave planning software.