Digital leave requests
HR can view the status, history and pending requests in one system. Employees can submit leave requests via a browser or app and check the team calendar directly.
Remaining leave at a glance
Manage leave entitlements, remaining leave and special cases in one system. Use balances as of a specific date and accrual reports instead of scattered Excel spreadsheets.
Manage approvals
Configure approval processes by team, location or management level. Identify potential cover conflicts before a request is approved.
When Managing Leave in Excel Becomes Time-Consuming
Excel works well for small teams. As teams grow, multiple spreadsheets, email threads and inconsistent remaining-leave balances quickly become a challenge. Vacation Manager brings requests, leave accounts, team calendars, approvals and history together in one place. HR can immediately see who is absent, which requests are pending and where cover is missing.
Without leave management software
- Leave requests are submitted by email.
- Remaining leave is recorded in several Excel files.
- Cover arrangements are often checked too late.
- Approvals depend on individual people.
- Part-time work, new starters and leavers require manual adjustments to leave days.
- HR receives the same questions repeatedly.
- Reports have to be compiled manually.
With Rexx Systems
- Employees submit requests online or via the app.
- Leave accounts show entitlements, days taken and remaining leave.
- Team calendars and cover arrangements are available before approval.
- Approval workflows can be configured by team, location or management level.
- Rules for special cases can be configured in the system.
- Employees can check their request status and leave account themselves.
- Reports show balances as of a specific date, absences and accruals.
Vacation Manager by Rexx Systems
Rexx Vacation Manager software brings every aspect of leave management together in one system. HR, managers and employees therefore work with the same information, from leave requests and approvals through to reporting and remaining leave balances.
What Is the Statutory Minimum Annual Leave?
Statutory minimum annual leave varies by country. In Germany, employees working a five-day week are entitled to 20 working days of statutory annual leave per year. In Austria, employees are entitled to five weeks of leave, increasing to six weeks after 25 years of service. In Switzerland, the minimum entitlement is four weeks of annual leave, or five weeks for people under the age of 20. Part-time work, joining or leaving a company, and collective agreements can also affect leave entitlements.
Digital Leave Planner
Rexx Vacation Manager supports different types of leave and absence:
- Company-wide leave
Absences can be planned consistently for shared closure periods. - Educational leave
Time off for education can be recorded as a separate absence type. - Special leave
Additional days off can be managed separately from regular annual leave entitlements. - Unpaid leave
Unpaid absences remain clearly documented.
Other absences, requests, approvals, cover arrangements, leave entitlements and balances are also managed centrally and calculated for individual employees.
The leave management software checks configured leave policies, calculates entitlements for new employees and displays correctly calculated remaining leave in each account. Carry-overs into the following year are also easy to track, as HR can see at any time which days are available, planned or already approved.
Leave Planning via App
Employees can submit leave requests directly in a browser or via the app. HR can then review the requests in the same system and immediately see who else is on leave during the selected period or has been assigned as cover. The integrated team calendar helps identify overlaps early and coordinate absences more effectively. HR also maintains a central overview of all pending and approved requests, without having to gather information from emails, chat messages or different Excel spreadsheets.
The process follows three clear steps:
- Employees select the period and type of leave.
- Managers check the leave account, team calendar and cover arrangements.
- HR can see the request, approval and history in the system.
Tip: Clear leave policies and a short introduction to the system help employees coordinate their leave with the team in advance and take cover arrangements into account.
Leave, Balances and Requests at a Glance
Discover how to manage leave requests, remaining balances, cover arrangements and approvals centrally.
Rexx System Components for Leave Management
Rexx ESN
Rexx ESN brings leave planning, communication and HR processes together in one software system. Managers handle approvals, cover arrangements and absences directly in the system so that everyone involved works with the same information.
Rexx Workflow Engine
The Rexx Workflow Engine adds structured processes for submitting, reviewing and approving requests within ESN. Approvals, changes and rejections remain documented together with the period and processing status.
Rexx Search & List Engine
For HR reporting, the Rexx Search & List Engine provides filterable reports on remaining leave as of a specified date, accruals, sick days, time balances and overtime. Reports can be exported to Excel when required.
Our Recommendation: Plan a Clear Structure
How Do Approval Workflows Operate in Leave Management Software?
Clear approval workflows help process leave requests more quickly and define responsibilities transparently. Especially when several teams, locations or cover arrangements are involved, leave management software provides a consistent process.
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Define responsibilities
Decide who reviews and approves leave requests. This could be the direct manager, HR or a location manager.
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Set up approval workflows by team
Different departments may need their own rules. This makes it easier to account for cover arrangements and minimum staffing levels.
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Check leave accounts and cover arrangements
Before approval, users should be able to see how much leave remains and whether there are overlaps within the team.
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Document status and changes
Each request should remain traceable, including the period, processing status and history. This reduces follow-up questions for HR.
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Use reports regularly
Reports on remaining leave, pending requests or absences help identify capacity constraints early and keep leave planning well organised.
The Rexx Systems HR Universe
Digital Leave Planning with Rexx Systems
See how leave requests, remaining balances, team calendars and approvals come together in Rexx software.
Frequently Asked Questions
Vacation Manager – Frequently Asked Questions
What Is Leave Management Software?
Leave management software brings leave requests, leave accounts, remaining balances, team calendars and approvals together in one system. HR, managers and employees work with the same information and can quickly see which absences are planned, pending or approved.
Which Features Should Leave Management Software Offer?
Leave management software should cover leave requests, approvals, remaining leave, cover arrangements, team calendars and reporting. Growing businesses also benefit from role-based access, traceable histories, multiple absence types and interfaces to HR or time-tracking data.
How Does Rexx Systems Support Leave Planning via App?
With the Rexx Go App, employees can submit leave requests and managers can review them. HR can view request status, remaining leave and history within the system, linking mobile requests to leave accounts, the team calendar and approvals.
How Are Time Tracking and Leave Management Connected?
Absences, working hours, overtime and time balances are closely related. Rexx Time Tracking complements leave management by enabling HR to evaluate leave days, absences and time accounts from a shared data source.
What Is the Best HR Software for Leave Management?
The right HR software for leave management depends on company size, approval workflows, data protection, interfaces and reporting requirements. Good systems cover leave entitlements, remaining leave, cover arrangements, app access and reporting so that HR has less manual work to do.