Guide
How to track leave?
Leave tracking is keeping employees' leave requests, approval decisions and remaining balances in one consistent order. Well-built leave tracking can answer three questions at any moment: who is on leave and when; who approved it; how much balance remains.
A healthy flow in four steps
- 01
Requests come through one channel
Not verbally or by message; a request with dates and leave type that leaves a record. For field teams that channel should be the phone — no trip to a desk.
- 02
Approval by the right person, with a trail
Who can approve is defined upfront; the decision (approve or reject, with reason) is recorded and instantly visible to the requester.
- 03
Balances update themselves
An approved request reduces the balance; the remaining days sit on the employee's own screen. The balance question never reaches HR.
- 04
It reflects into the plan and timesheet
A person on leave shows as On leave in the shift plan and daily report; the timesheet records the same. No triple bookkeeping.
Three methods side by side
| Method | How it works | Weak spot |
|---|---|---|
| Paper form | Signed request, kept in a folder | Balances tracked by hand; forms get lost, clashes surface only when asked |
| Excel tracking | Requests typed into a sheet | Updates depend on one person and lag; the plan lives in another file, clashes stay invisible |
| In-app flow | Request-approval-balance in one flow; reflects into plan and reports automatically | Requires the habit of filing requests in the app |
Four common mistakes
Granting leave verbally
Unrecorded leave blends into absence at month end; both employee and manager lose.
Reconciling balances once a year
If the balance is not current at request time, every request becomes a debate; deduction should happen with approval, instantly.
Scheduling someone on leave
If the leave list lives apart from the plan, clashes are inevitable; approved leave should reflect into the plan on its own.
Leaving approval authority vague
When who-can-approve is unclear, requests hang or unauthorised approvals appear; define the authority upfront.
Leave management in Pepteam
The employee files a daily or hourly request from their phone; the authorised manager approves with one tap or rejects with a reason. Approved leave reduces the balance, reflects as On leave in the shift plan and daily report, and lands in the timesheet.
Explore Leave ManagementRelated guides
Leave tracking FAQ
- How should requests be collected?
- Through one record-keeping channel with dates and leave type. For field teams the most practical channel is the employee's phone.
- Who should approve?
- A manager whose authority is defined upfront. With roles in place, who can approve is never up for debate.
- How do balances stay current?
- By tying deduction to approval: the moment a request is approved it reduces the balance, and the remainder shows on the employee's screen.
- How should leave reflect into timesheets and reports?
- Automatically: the person shows as On leave in the daily report and the timesheet records the same day as leave. Manual duplicate entries are the main source of inconsistency.
- How many days of annual leave apply?
- Paid annual leave entitlements are set by law (Labour Law No. 4857) by seniority and can be increased in the employee's favour by contract; verify current figures from the official text or your HR specialist.