Leave reports and planning insights
Reports and insights for better leave planning.
Start with the Dashboard for today's picture, then use focused reports to review allowance usage, spot underbooked employees, add custom fields for payroll, understand absence across the year and trace account changes.
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- Dashboard
- Reports
- CSV exports
Reporting overview
One overview, focused reports and custom columns.
The Dashboard gives the first planning signal, and the reports give the detail behind allowance usage, absence patterns, reminders, custom fields for payroll and account history.
Dashboard
See current absence, weekly cover, upcoming events, pending requests and trend signals.
Allowance usage by time
Review how leave has been used across a selected period, department, location or leave type.
Leave usage alert
Find employees who are behind on booking leave or have gone too long without a break.
People on leave
See how much of the workforce is away across the leave year and who is behind each period.
Audit trail
Review a chronological record of leave actions, employee changes and company configuration changes.
Custom fields
Add payroll references, cost centres and other custom fields as columns on reports and in their CSV exports.
Dashboard
The planning picture, on one screen.
The Dashboard brings together the current signals administrators need most: who is off today, where cover is thin this week, who is coming back, what is coming up and where leave usage needs attention.
It is a screen for reading rather than working. Nothing is approved or booked there — each card hands off to the screen where the work happens.
Summary cards
At-a-glance numbers for the current company position.
- 64 Active employees
- 8 Off today
- 3 Upcoming this week
- 14 Pending leave requests
Coming up
Who is off, who is returning and work anniversaries.
- This week
- Next week
- Anna Smith — off Tuesday to Thursday Holiday
- Tom Harris — back on Friday Returning
- Jade Arora — work anniversary 5 years
Team coverage heat map
The share of each department present on this week's working days.
| Department | Mon | Tue | Wed | Thu | Fri |
|---|---|---|---|---|---|
| Support | 96% | 94% | 78% | 95% | 97% |
| Warehouse | 88% | 71% | 56% | 84% | 93% |
| Sales | 100% | 92% | 90% | 86% | 95% |
Leave types taken by month
An indicative trend of leave taken across the leave year, not an exact count.
Allowance usage by time
Review how leave has been used over a period.
Use the Allowance usage by time report when you need to understand absence by employee, department, location, leave type or selected time period.
Two neighbouring reports cover the other angles: the Allowance snapshot report shows where every employee's allowance stands on a chosen date — used, booked and remaining — and the Leave report lists every leave request in a period, with its dates, leave type, status and approvers.
- Flexible filters for department, location, leave type and reporting period.
- Useful for allowance reviews when checking how leave is being used across a team.
- CSV export for payroll, finance or internal review.
Allowance usage by time
- Apr – Jun
- Department: Support
- Leave types: Holiday, Personal days
- Download CSV
| Employee | Holiday | Personal days | Deducted from allowance |
|---|---|---|---|
| Anna Smith Support · London | 6 | 1 | 7 |
| Louis Walker Support · London | 8 | 0 | 8 |
| Maya Stone Support · Remote | 4 | 2 | 6 |
Custom fields in reports
Put your payroll references next to your leave data.
Custom fields on employee records can be switched on as extra columns on the reports that list employees: the Allowance snapshot report, Allowance usage by time, the Leave report and the Leave usage alert.
That is useful when exported leave data needs to link back to payroll, finance or another internal system.
- Payroll references and cost centres sit alongside employee leave data.
- Pick the columns you want under Extra columns — the choice is yours, and it is remembered next time.
- Custom field columns go into the CSV export too, so the same data is ready for payroll checks or further spreadsheet work.
An administrator defines custom fields in General settings, and their values are filled in on each employee's record.
Allowance snapshot report
- Payroll reference
- Cost centre
- Start of employment
| Employee | Payroll reference | Cost centre | Allowance used |
|---|---|---|---|
| Anna Smith Support · London | PAY-1042 | UK-12 | 6d |
| Louis Walker Warehouse · London | PAY-1178 | OPS-04 | 8d |
| Maya Stone Finance · Remote | PAY-1210 | FIN-01 | 4d |
Leave usage alert
Spot people who may need a reminder to take leave.
The Leave usage alert report finds employees who are behind on booking leave or who have gone a long stretch without a break. It gives you useful context before sending a reminder.
- Pace and recency are treated as separate signals.
- On track, Underbooked and Critical statuses make the report easy to scan.
- Send a reminder to one employee who is Underbooked or Critical, or to all of those the current filters show.
Only approved leave counts as booked, and reminders are always sent by a person — nothing goes out automatically.
Leave usage alert
Spot employees who may need encouragement to plan and take their leave.
- 3 Critical
- 7 Underbooked
- 11 No recent leave
- 42 On track
- Booked vs expected Behind
- Next leave None booked
- Action Send reminder
People on leave
See how much of the workforce is away and when.
The People on leave report answers bigger planning questions across the leave year. Group the chart by day, week or month, then select a period to see the people behind the number.
- Group by day, week or month depending on the planning question.
- Compare departments or locations to see where absence is concentrated.
- Open a selected period to see who is off and which leave they have.
Leave still waiting for approval is included and marked pending, so the figures can run ahead of what has been approved.
Employees on leave
Number of people in each period
- Measure: People
- Group by: Month
- Show: On leave
1 – 30 Jun
23 people
- Anna Smith · 10–26 Jun Holiday
- Tom Harris · 23 Jun Holiday · pending
- Maya Stone · 16 Jun Personal days
Audit trail
Trace leave actions and account changes.
The Audit trail gives administrators a chronological record of what changed in the account: leave actions, employee record changes and company configuration updates.
- See when a change happened and who performed it.
- Review what was affected, such as an employee, leave request or setting.
- See exactly which values changed — each entry opens to list its changed fields with their previous and new values, and sensitive values such as passwords are never displayed.
- Useful for investigation when a balance, request or setting does not look right.
Entries are kept for one month, and a leave's own history stays with the leave for as long as it exists. The Audit trail is viewed in the app; there is no export.
Audit trail
Audit entries are kept for one month.
- From
- To
- Category
- Affected employee
- Performed by
| When | Who | Action | Affected |
|---|---|---|---|
| 09:12 | Kate Jones | Leave approved | Anna Smith — Holiday |
| 10:47 | Kate Jones | Allowance adjustment added | Louis Walker |
| 14:05 | Kate Jones | Policy updated | Warehouse leave access |
From today's signals to detailed records.
Use the Dashboard to spot what needs attention, then use reports to answer the deeper questions: how allowance is being used, which custom fields go into an export, who is underbooked, where absence peaks and what changed in the account. All of it is included on every account, at one published price per person, per month.
Dashboard
A current view of today, this week, upcoming items and trends.
Usage reports
Review allowance usage by period, with custom columns for payroll or finance.
Planning alerts
Find underbooked employees and people without recent leave.
Audit trail
Trace leave actions, employee changes and configuration updates.
Years in, and it still meets every need.
“Great system! We have been using it a couple years now and it meets all of our needs. Very responsive customer support on the rare occasions we have needed them.”
Common questions
What people ask about reporting.
- Which reports does TimeOff.Management include?
- The Dashboard and six reports: the Allowance snapshot report, Allowance usage by time, the Leave report, the Leave usage alert, People on leave and the Audit trail. The Dashboard gives administrators the current picture on one screen; the reports hold the detail behind it, each with its own filters.
- Is reporting a paid add-on?
- No. There is one plan and one published price per person, per month, and the Dashboard and every report on this page are included on every account from the first day of the 30-day free trial. There are no tiers and nothing to unlock.
- Can I export leave data to CSV?
- Yes. The four reports that list employees — the Allowance snapshot report, Allowance usage by time, the Leave report and the Leave usage alert — each have a Download CSV button, and any custom field columns you have switched on go into the file too. People on leave and the Audit trail are read in the app and have no export.
- Can I add payroll numbers or cost centres to a report?
- Yes, with custom fields. An administrator defines them in General settings, and the values are filled in on each employee's record. On any of the four reports that list employees, open the Columns control, tick the fields you want under Extra columns and select Update. Your choice is remembered, and the CSV export includes them.
- Why do the Dashboard and the People on leave report show different numbers?
- Because they count different things. On the Dashboard, somebody counts as off once their leave is approved, and its Leave types trend card counts only leave already taken. The People on leave report covers the whole leave year, including future leave and requests still waiting for approval, which it marks as pending.
- Does the Leave usage alert send reminders automatically?
- No. Reminders are always sent by a person — to one employee who is Underbooked or Critical, or to all of those the current filters show — and the email can be previewed before it goes. What the employee receives is a short, friendly note about their allowance position, not a warning.
- Who can see the Audit trail, and how far back does it go?
- Administrators only — employees who have been given access to reports do not see it. Entries are kept for one month and cannot be exported. Each leave also keeps its own History, visible to the employee and the people who can approve or screen their requests, for as long as the leave exists.
Plan ahead with clearer leave data.
Give administrators a current overview, focused reports, custom columns for payroll and useful alerts before absence turns into a last-minute problem.
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