Managing leave for remote teams can be a challenge without a structured system in place. With employees working across different time zones and schedules, tracking time off through emails or spreadsheets can quickly become messy and inefficient. A dedicated leave tracker ensures that all employees’ absences are recorded, approved, and visible to the entire team, avoiding miscommunication and scheduling conflicts.
One of the best tools for this purpose is Day Off, a user-friendly leave tracking app that automates leave management, ensuring smooth operations for remote teams.
In this guide, we’ll explore why a leave tracker is essential, how to set one up, and why Day Off is a great choice for remote teams.
Why Do Remote Teams Need a Leave Trackering?
Unlike office-based teams, where leave schedules can be easily checked in person, remote teams face unique challenges when managing employee absences.
Without a Leave Tracking, Companies May Face:
❌ Overlapping leaves, causing productivity gaps.
❌ Lack of transparency, making it unclear who is available.
❌ Delays in approvals, leading to employee dissatisfaction.
❌ Payroll errors, especially for unpaid or accrued leave.
❌ Compliance issues, particularly for global teams with different labor laws.
A centralized leave tracker ensures that managers, HR, and employees stay informed about leave balances, requests, and approvals in real time.
Step-by-Step Guide to Setting Up a Tracker for Remote Teams
Step 1: Define Your Leave Policies
Before selecting a leave tracker, your company must define clear policies that employees and managers can follow.
1. Types of Leave to Track
A well-structured leave tracker should include different leave types:
- ✅ Paid Time Off (PTO) – Standard vacation days.
- ✅ Sick Leave – Time off for health-related reasons.
- ✅ Public Holidays – Regional/national holidays for employees in different countries.
- ✅ Maternity/Paternity Leave – Leave for new parents.
- ✅ Bereavement Leave – Leave for personal loss.
- ✅ Unpaid Leave – When employees exceed their PTO balance.
2. Accrual and Carryover Policies
- Will leave be accrued monthly or yearly?
- Can employees carry over unused leave to the next year?
- How many days of notice are required for leave approval?
3. Global Considerations
- Employees in different time zones should have a leave tracker that automatically adjusts leave days based on their location.
- Public holidays should be customized for each employee’s country.
Step 2: Choose the Right Leave Tracking Method
There are three common methods for leave tracking:
1. Spreadsheets (Manual Method)
Some companies use Google Sheets or Excel for leave tracking. While this works for small teams, it quickly becomes unmanageable for larger remote teams.
✅ Pros: Free and customizable.
❌ Cons: Prone to errors, no automation, and requires manual updates.
2. HR Software with Leave Tracking
Some HR platforms like BambooHR and Zoho People include leave tracking, but they come with high costs and complex features that many teams don’t need.
✅ Pros: Integrates with payroll and HR tools.
❌ Cons: Expensive and not always remote-friendly.
3. Dedicated Leave Tracking Apps (Recommended)
For remote teams, a dedicated leave tracker like Day Off is a better choice.
✅ Pros of Using Day Off:
✔️ Easy to use – Employees can submit and track leave requests via mobile or web.
✔️ Automated leave tracking – No more manual spreadsheets.
✔️ Multi-time zone support – Ideal for global remote teams.
✔️ Approvals in one click – Managers can approve leave instantly.
✔️ Slack & calendar integration – Keeps the entire team informed.
✔️ Affordable & scalable – Perfect for both small and growing teams.
With Day Off, remote teams can easily request, approve, and track leave while ensuring complete transparency.
Step 3: Set Up Your Leave Tracker in Day Off
Once you choose Day Off as your leave tracker, follow these simple steps to set it up:
1. Create Your Company Account
- Sign up on Day Off and create an account.
- Add your company details, locations, and departments.
2. Configure Leave Types & Policies
- Set up leave categories (PTO, sick leave, unpaid leave, etc.).
- Define accrual rules, carryover policies, and notice periods.
- Assign public holidays for employees based on their location.
3. Invite Employees to the System
- Send invitations to team members to join the leave tracker.
- Employees can log in via the web or mobile app to manage their leave.
4. Enable Self-Service Leave Requests
- Employees can request leave in a few clicks.
- Managers get instant notifications for approval or rejection.
5. Automate Notifications & Approvals
- Set up automatic approval rules for specific types of leave.
- Enable email and Slack notifications so the team stays updated.
Step 4: Train Your Team to Use the Tracker
A leave tracker is only effective if employees use it correctly. Ensure that:
Employees know how to request leave using the Day Off app.
Managers understand how to approve or deny requests.
The HR team can generate reports for payroll and compliance.
Tip: Provide a quick demo video or a step-by-step guide for your team.
Step 5: Monitor, Optimize & Improve
Regularly check the performance of your leave tracker by analyzing key metrics:
✔️ Leave Utilization Rate – Are employees taking their full leave?
✔️ Approval Speed – Are managers processing requests on time?
✔️ Team Availability – Are too many people on leave at the same time?
With Day Off, HR teams can access real-time reports and insights to optimize leave policies.
Best Practices for Leave Tracking in Remote Teams
- Use a Shared Leave Calendar – Sync Day Off with Google Calendar or Slack.
- Encourage Work-Life Balance – Remind employees to take their PTO.
- Set Up Emergency Coverage – Plan backup resources for critical roles.
- Stay Compliant – Keep leave policies aligned with labor laws.
Final Thoughts
Setting up a leave tracker for remote teams is essential for maintaining productivity, transparency, and compliance. By choosing Day Off, companies can eliminate manual errors, automate approvals, and ensure a seamless leave tracking experience for employees.