Time Off

Leave Management For Modern Teams

Say goodbye to spreadsheets with a flexible employee leave management system that makes time-off tracking simple and transparent.

Preview of Calamari Absences Calendar
Shared time off calendar
Flexible policies and flows
Reporting

Join 130,000+
relaxed employees from 106 countries

Manage Employee Leaves And Your
Calendar

Time off Calendar and Leave Request form in Calamari
Team avilibility in Calamari Calendar
Centralized time off management for distributed teams
Mobile app interface showing a sick leave request form for Sebastian Pollock, with details on absence date, substitute, and approval status.
Time off Calendar and Leave Request form in Calamari

Requesting Time Off

Give Employees a Quick Way To Request Time Off

Web, Mobile, Slack

Whether it’s on the web, mobile, or Slack, requesting time off is a breeze. Employees can pick the type of leave, select a substitute, and leave comments – no fuss.

Approvals delegation

No more bottlenecks! Managers can handle leave requests by setting them on autopilot for smooth approvals. All updates sync instantly to the company calendar, ensuring everyone stays on course.

Transparent leave balances

When requesting leave, employees can easily check their remaining days or hours, and when they expire, no more navigating in the dark.

All leave request details

Need a subsituting person, reason, or attached doctors certificate with the request? No problem - you can make this fields optional or required when requestiong! It’s all built in, keeping everything shipshape.

Team avilibility in Calamari Calendar

Calendar

See Team Availability At a Glance

All types of absences in one view

See all sick leave, vacation, remote and office days, conferences and all other kinds of leave requests in one place. Spot opportunities to encourage your crew to take a break.

Team availability

With calendar views, employees can easily plan their projects, work time, and absences. Managers can easily see who's on deck, catch any overlapping time off, and keep the ship running smoothly.

Time-off notifications

No need to worry about missing any signals. Both employees and managers get instant alerts (via email, app, or in-app notifications) about any changes to leave requests, ensuring nothing slips through the cracks.

Centralized time off management for distributed teams

Multinational

Centralized Time Off Management For Distributed Teams

Custom leave policies

Set up different absence policies based on where your employees are located, keeping everything compliant and easy to manage.

Languages & time zones

No matter where your crew is anchored, Calamari’s leave of absence software helps everyone stay in sync. Employees can check team availability in their own time zones and navigate the app in many languages: English, Polish, German, Ukrainian, Spanish, French, Italian, Turkish, Dutch, Portuguese, Portuguese (Brazilian), Serbian, Croatian.

Public holidays made easy

We support over 110 calendars, so you won’t have to hunt down public holiday lists when hiring across multiple countries. With Calamari's HR software leave management, tracking regional holidays and managing time-off policies becomes effortless!

Mobile app interface showing a sick leave request form for Sebastian Pollock, with details on absence date, substitute, and approval status.

Mobile App

All Essential HR Activities Are Always At Hand

Native Android & iOS apps

Dive into our mobile app that packs all the essential features you need on the go.

Manage leave requests from your phone

Employees can swiftly request time off online, while managers can easily approve or reject them from their phones. Everyone stays informed about their limits and pending requests.

Notifications & alerts

Keep a steady watch on the company absence calendar and easily track upcoming absences, remote work days, and holidays – all from your device.

Implement Work
Automations

Preview of company rules in Calamari app

Flexible Leave Policy

Be Transparent About The Company Rules

Custom time-off types

Enjoy total flexibility to create various types of absences like: PTO, annual leave, sick leave, vacation, flexi-time, national holidays, conference days, remote work, or occasional leave that fits your team's needs.

Custom policies for different contract types

Easily set up specific absence policies depending on contract types – whether it’s for full-time, part-time, trial periods, or internships.

Transparent leave balances

Leave balances can be accrued and prorated based on the hire date or other employee properties. You can easily implement all corporate policies. Employees always know how leave accrual works based on your company’s rules: when they become eligible, how often leave is added to their balance, and exactly when this happens.

Request restrictions

You can create any leave request restrictions, such as

  • Leave request may not be longer than X days
  • Leave longer than X days must be requested Y days before the start date
  • Absence can be requested up to X days in the past
  • An employee is able to make a request after X months from their hire date
  • The absence can be added for a maximum of X days per week
  • The requester cannot request time off for a period in which they are assigned as a substitute
  • The requester cannot set absent substitute

You can choose whether to show a warning or completely block this type of request.

Attachments & policy descriptions

Add attachments to better explain the type of time off or see additional information. Admins can provide descriptions, ensuring the process stays as transparent as the clearest waters. Administrators can restrict the visibility of files in the configuration of each report type.

Automatic calculation of time off in Calamari App

Automations

Avoid Repetitive Tasks & Calculations

Automatic calculations

Create any kind of absences and let Calamari handle all calculations and absence allowance according to your time-off policies.

Automatic carry-over

If there’s unused leave, Calamari’ hr leave management system can automatically carry it over to the next year, keeping everything seamless. You can set up carry-over cap, or choose date when carried over balances expire.

Auto-approval option

You can decide if all types of absences require approval from managers or if they can be auto-approved to save you time and let you focus on your work.

Approval flows in Calamari app

Approval Flows

Set Custom Approval Flows

Custom assigning

Assign a direct manager, team lead, or even a backup approver to keep things flowing nicely when the captain is off deck. You can also enable auto-approval for a sick leave or remote work to streamline the process.

Multi-steps & comprehensive

Build different approval flows for various absence types, teams, or departments to match your company’s structure perfectly.

History & restrictions

Access a full history of request approvals, complete with comments and attachments – like a ship’s log documenting every decision. You can also lock past requests from changes or set up approval flows for historical requests, ensuring nothing gets lost in the depths.

Preview of company rules in Calamari app
Automatic calculation of time off in Calamari App
Approval flows in Calamari app

Get ClearReports

Advanced reporting features and filtering
Custom reports in Calamari app
Privacy and Security for your data in Calamari
Advanced reporting features and filtering

Reports

Get Comprehensive Insights With Reports

Timesheet Details

Combine leave requests, work hours, and project time in one powerful report. Get a complete picture of employee time distribution for better resource planning and management.

Entitlement Report

Track leave balances and accruals with precision. See how vacation days are calculated, manually adjusted, and used throughout the year. Filter by employee, team, or absence type to get exactly the information you need.

Leave Requests Report

Get a complete overview of all time off requests and their statuses. Track approvals and keep detailed records of vacation history. Export to Excel or PDF for your records or further analysis.

Payroll Report

Quickly calculate time off usage for any period. See absence patterns. Get accurate numbers of days taken for seamless payroll processing and vacation tracking. Perfect for monthly or yearly leave reconciliation.

Attendance Overview

Monitor scheduled absences and work hours in one view. Compare planned versus actual attendance to maintain optimal staffing levels and track absence patterns across your organization.

Employee Data Report

Access comprehensive employee information including team assignments, approval flows, and work schedules. Keep track of essential HR data and export it whenever needed for reporting or analysis.

Custom reports in Calamari app

Reports

Customize Reports To Your Needs

Use advanced filters

Filtr data by:

  • Dates
  • Team / Location
  • Contract type
  • Absence type
  • Status
  • Time of request creation / approval
    ‍

You can search through Archived items as well Group data by person, team, type of absence. Your filter preferences are saved for future use.

Quickly preview data before downloading

See the data you're exporting, to make sure it meets your requirements without unnecessary adjustments.

Easy export

Export reports to Excel or PDF file for any period of time, type of contract, teams, employees, or types of absences.

PDF for each request

If required, managers can always download a PDF file for each employee request.

Privacy and Security for your data in Calamari

Security

Privacy And Security For Your Data

Assign roles & permissions

Define precisely what data and operations employees may access. This way, managers can, for example, view reports for their team members.

Encrypted data transfer

Your data is as secure as a treasure chest at the bottom of the ocean. An encrypted HTTPS connection is always used during communication between Calamari and its users. For encryption, we use SSL with a secure 256-bit key. The very same technology trusted by banks to safeguard your data.

SLA & monitoring

We continuously monitor Calamari’s availability, offering a 99.9% uptime. Our team is always working on infrastructure and software improvements to enhance the system's speed and reliability.

Secure data centers

Calamari is maintained in one of the most secure and appreciated data centers – Amazon Web Services. Our server provider has the following certificates: ISO 27001, SOC 2, SOC 3, and more. Customer data from the European Union is stored on servers in Ireland. We also have data centers in the US and Singapore for clients located in other countries.

Daily backups

A backup of your Calamari data is made daily then stored and encrypted in separate locations. We guarantee RPO 24 hours and RTO 12 hours. We regularly test and verify our backup recovery procedures.

Synchronized Automatically

Keep HR Data Synchronized
with Your Favorite Tools

Calamari connects to the apps you use every day, allowing you to focus on your work.

Slack
Microsoft 365
Google
Jira
Asana
Basecamp
API

Growing Companies Attracted by Simplicity

The tool is extremely convenient and helpful since our company's offices are spread around different locations. We can instantly know who is out of the office and who is present thanks to the Slack integration.

Michał Sadowski

Brand 24 CEO - Michał Sadowski

Nothing but positive feedback

In the 2+ years our company has used Calamari, we have heard nothing but positive feedback from employees and managers.

Parker Ramsdell

Parker Ramsdell positive feedback Calamari HR software

Crucial integrations

Integration with Slack and G Suite was crucial for us. Calamari turned out to be a great solution that allowed us to make the process more agreeable and helped both Employees and Team Leaders better plan their work!

Karolina Latos

Karolina Latos crucial integrations with HR system Calamari

Get Ready for Efficiency

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“In the 2+ years our company has used Calamari, we have heard nothing but positive feedback from employees and managers.”

– Parker R.VP, People, Mission & Culture at Brightspot

How To Start?

Trial & Demo

Try our system for free for 14 days. Book a demo with us, so we can answer all your questions and setup the system together.

Setup & Import

Configure policies and upload employee HR data. Our Customer Success Team will help you out with the configuration.

Invite & Go

Quickly onboard your employees by sharing an invitation link, and you’re ready to go!

Time Off

Time Off features

  • Transparent time off approval dashboard
  • Various types of absences
  • Automatic time-off calculations
  • Email, Slack & MS Teams notifications
  • Multi-stage approval process
  • Holiday calendars included
  • Customizable absence visibility
Transparent Calamari time off approval dashboardVarious types of absences in CalamariAutomatic calculation of time off. Calamari Entitlement tab.Email, Slack, MS Teams notifications directly from CalamariMulti step approval proccessHolidays Calendar import assetCostumizable absence visability settings in Calamari app

Simple HR & Transparent Pricing

Quick onboarding. Free 14-days trial. No credit card required.

Starts From
$2
per employee per month
View full pricing
Powering Fast Growing Companies

Join 130,000+ relaxed employees from 106 countries

See how much time you can save by automating time-off management, simplifying time tracking, and keeping all HR documents in one place.

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FAQ — More about our online leave management system

Find answers to common questions about how our leave management software can help streamline employee leave tracking, approvals, and leave policies for your team.

Why should I choose Calamari as my leave management app?

Calamari simplifies employee leave management by automating the entire process, reducing manual work, and offering a flexible, easy-to-use solution for teams of any size.

How can Calamari save my company time and reduce manual work?

Calamari automates leave requests, approvals, and absence tracking, integrating seamlessly with your payroll system. This eliminates repetitive tasks, saves time, and keeps the leave application system efficient.

What makes Calamari’s time-off tracking system better than spreadsheets or other tools?

Unlike spreadsheets, Calamari provides real-time leave tracking, customized policies, and automated leave approval flows. It integrates with other business tools Slack, Microsfot Teams or Outlook and Google Calendar.

Moreover, Calamari, as a leave of absence management software, streamlines the process of handling long-term leaves by automating tracking, notifications, and compliance, making it easier to manage extended absences like medical or parental leave.

Can I customize the leave policies for different teams, departments, or contract types?

Yes, Calamari allows you to set custom leave management policies, leave types, and approval processes based on teams, departments, or contract types, making it highly adaptable to your needs.

How does Calamari help with managing remote teams and employees in different time zones?

Calamari’s centralized leave tracker supports multiple time zones, allowing managers to view employee availability and track leave across distributed teams effortlessly.

Will Calamari help me keep track of public holidays for multiple countries?

Yes, Calamari supports over 110 holiday calendars worldwide, helping you manage employees' leave days and public holidays across different regions without hassle.

How quickly can I onboard my team and start using Calamari for leave management?

Onboarding is quick and easy. Simply share an invitation link, and your employees can start applying for leave right away. Calamari’s user-friendly setup ensures you’re ready to manage leave in no time.

What features make Calamari a great fit for fast-growing companies?

Calamari scales with your business, offering custom leave management solutions, leave tracking, and automatic approvals. It’s designed to streamline HR operations, making it perfect for growing teams.

How can absence management software help reduce unplanned employee absences in the company?

Our absence management software allows you to track patterns in employee absences, analyze root causes, and implement preventive measures, helping to reduce unexpected time off.

How can Calamari help me create a better work-life balance for my employees?

By providing clear visibility into leave balances, making it easy to apply for leave, and simplifying approval processes, Calamari encourages employees to take time off and improves overall well-being.

Need more support with HR?

Time & Attendance

Let employees clock in & clock out using iBeacons, QR codes, and other useful clocking methods. This easy-to-use tool offers timesheets, manual time entry, approval flows, and more.

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Clock in & clock out using iBeacons, QR codes, and other useful methods. Use Calamari for timesheets, manual & automatic time entry, approval flows, and more.

Core HR

Instead of worrying about paperwork and workflows, focus on your employees with a safe and well-organized space. Get access to an easy approval process, document history, and notifications about any changes.

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CoreHR product simplified asset
Product
Time Off
Plan time off and automate entitlement calculation
Time & Attendance
Track attendance and work time of employees
Core HR
Organize work with documents and people
Performance
Collect employee feedback, analyze results and growth your team
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