Time Off Request Tracker

What is a time off request tracker?

A time off request tracker is a system where team members log leave requests, managers approve or decline, and approved absences become visible to the whole team. It replaces the email-based system where a request disappears into a manager's inbox, approval is assumed, and the project manager finds out about a two-week vacation two days before it starts.

Why leave spreadsheets fail

The standard agency approach: a shared Google Sheet with leave dates for each team member, updated manually and checked irregularly. The problems are predictable: the spreadsheet is out of date, partial-day requests aren't tracked, the approval status is ambiguous ("I think they approved it?"), and the dates don't show up on the project calendar where the project manager would actually see them.

How Melororium handles time off requests

Team members submit leave requests in the Team tab — leave type (vacation, sick, personal), start date, end date, and optional notes. The manager sees pending requests in a queue and approves or declines with one click. Approved leave automatically deducts from the employee's leave balance and appears on the team calendar tagged by type. No email, no spreadsheet update, no ambiguity.

What this template includes

The Time Off Request Tracker template sets up the leave management workflow with pre-configured leave types, a leave balance display per team member, and calendar integration. Load it once and every future leave request flows through the same structured process.

Time off tracker vs. HR software

Dedicated HR platforms (BambooHR, Rippling) charge $6-10/user/month just for leave management — $720-1,200/year for a 10-person team. Melororium's Team module includes time off management as part of the flat-fee workspace: $59/mo for 10 users covers tasks, time tracking, CRM, invoicing, and team management including leave. One tool, one flat fee.