5 Key Leave Management System Features and Top Products That Offer Them

By: Preksha Buttan on March 7, 2024
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Requesting and approving leaves via email ensures direct communication but can increase the chances of data inaccuracies, especially if emails get lost over time. A leave management system can help centralize this process by automating leave tracking, staffing, and payroll processing. 

However, finding the right tool for your business can be confusing. We suggest you start by learning about leave management system features so that you can pick a tool that supports all the critical features.

To help you with your search, this article highlights five key leave management software features based on the ratings given by verified software users. We also include the highest-rated leave management system for each feature. Read more.

Graphic showing importance of key leave management system features

1. Leave tracking

The leave tracking feature in a leave management system enables you to monitor and manage employee leaves. It allows you to approve or decline leave requests and get an overview of who is on leave. This feature simplifies the process of tracking accrued leave balances, ensuring compliance with company policies and legal requirements. Additionally, it offers insights into leave patterns, aiding in better workforce planning, understaffing issues, and decision-making.

93% of leave management system reviewers identify leave tracking as a highly important feature.

What business problem does leave tracking solve?

The leave tracking feature promotes transparency within the business, as all stakeholders have access to employee leave balances and requests, reducing misunderstandings and conflicts. They can monitor the availability of employees to ensure adequate staffing levels and plan tasks accordingly. Moreover, tracking employee leaves as per business policies and legal requirements helps the business remain compliant with labor laws and reduce legal penalties.

Ideal users of the leave tracking feature

HR managers and team managers are the key users of the leave tracking feature. This feature allows the human resources personnel to monitor employee leave balances and ensure policy compliance. Team managers benefit from this feature as they get an overview of team visibility which allows them to plan resources to prevent understaffing. 

Top 3 products with the highest ratings for leave tracking

Analysis performed February 2024*

Leave Dates

Leave Dates

4.76 out of 5 stars

198 reviews

Leave tracking feature rating: 4.8/5

Calamari

Calamari

4.71 out of 5 stars

540 reviews

Leave tracking feature rating: 4.7/5

Pause

Pause

4.74 out of 5 stars

340 reviews

Leave tracking feature rating: 4.7/5

2. Time off requests

The time off requests feature simplifies the process of requesting and approving leaves. Employees can submit requests for time off directly through the system, specifying the type of leave and dates. Managers receive these employee leave requests in real time and can approve or decline them based on team availability and business policies. This feature eliminates the need for manual paperwork, reduces communication delays, and provides a transparent overview of leave schedules.

90% of leave management system reviewers identify time off requests as a highly important feature.

What business problem do time off requests solve?

The time off requests feature reduces administrative burden as it automates the submission and approval process for leave requests, reducing the paperwork and manual tracking that HR departments and managers traditionally face. It also acts as a direct line of communication between employees and their managers within the system, eliminating the back-and-forth emails or paper forms and speeding up the approval process.

Ideal users of the time off requests feature

Employees are the primary users of the time off requests feature because it simplifies the process of requesting time off. They can easily submit leave requests and track the approval status, making planning for vacations transparent and accessible. Managers also benefit from this feature as they receive, review, and respond to leave requests in real time. It aids them in managing their team's workload, ensuring adequate staffing levels, and making informed decisions about leave approvals based on team availability and project demands.

Top 3 products with the highest ratings for time off requests 

Analysis performed February 2024*

Calamari

Calamari

4.71 out of 5 stars

540 reviews

Time off requests feature rating: 4.8/5

Vacation Tracker

Vacation Tracker

4.78 out of 5 stars

83 reviews

Time off requests feature rating: 4.8/5

Pause

Pause

4.74 out of 5 stars

340 reviews

Time off requests feature rating: 4.7/5

3. Time off management

The time off management feature in leave tracking tools helps track employee leave balances and generate reports on leave usage. These reports offer insights into patterns of time off, enabling stakeholders to ensure adherence to leave policies and regulations. Additionally, the data from these reports aids in strategic planning and decision-making, facilitating the scheduling of employees and tasks. This comprehensive approach enhances operational efficiency and supports a balanced workload distribution, ensuring the business remains productive and compliant.

87% of leave management system reviewers identify time off management as a highly important feature.

What business problem does time off management solve?

The time off management feature helps forecast staffing needs by providing insights into leave patterns. This helps avoid understaffing or overstaffing and ensures projects have the necessary resources. Additionally, it provides access to comprehensive reports on leave usage, which empowers managers to make informed decisions regarding workforce planning, leave policies, and overall human resource management.

Ideal users of the time off management features

Team managers and supervisors rely on the time off management features to monitor team availability and plan resources effectively. It helps them maintain productivity and manage team workload, ensuring projects are not impacted by absences. This feature also allows business owners and executives to gain insights into leave trends and patterns, which can inform strategic decisions about staffing and policy adjustments.

Top 3 products with the highest ratings for time off management

Analysis performed February 2024*

Leave Dates

Leave Dates

4.76 out of 5 stars

198 reviews

Time off management feature rating: 4.7/5

BambooHR

BambooHR

4.59 out of 5 stars

2779 reviews

Time off management feature rating: 4.7/5

Info-Tech HRMS

Info-Tech HRMS

4.81 out of 5 stars

107 reviews

Time off management feature rating: 4.6/5

4. Timesheet management

The timesheet management feature enables employees to record and submit their working hours digitally. This feature simplifies the process of tracking time spent on various tasks and projects, facilitating accurate payroll processing and project costing. Managers can review and approve submitted timesheets, ensuring accountability and compliance with work policies. It also provides insights into workforce productivity and resource allocation, allowing for better project management and budgeting.

75% of leave management system reviewers identify timesheet management as a highly important feature.

What business problem does timesheet management solve?

The timesheet management feature reduces data entry errors linked to manual timesheet submissions, ensuring precise recording of hours worked. This accuracy simplifies payroll processing, minimizing discrepancies in employee compensation. Moreover, it enhances employee accountability, encouraging a more disciplined approach to cultivating efficient work habits. This, in turn, boosts overall productivity within the workforce. 

Ideal users of the timesheet management feature

Employees primarily use the timesheet management feature to record and submit their working hours. Managers get to review, approve, or reject the timesheets submitted by their team members, aiding in monitoring team productivity and managing project timelines. Besides, this feature helps finance and payroll teams to accurately process payroll based on the approved timesheet data.

Top 3 products with the highest ratings for timesheet management

Analysis performed February 2024*

Jibble

Jibble

4.83 out of 5 stars

847 reviews

Timesheet management feature rating: 4.9/5

Bizneo HR

Bizneo HR

4.74 out of 5 stars

133 reviews

Timesheet management feature rating: 4.7/5

Info-Tech HRMS

Info-Tech HRMS

4.81 out of 5 stars

107 reviews

Timesheet management feature rating: 4.7/5

5. Employee database

The employee database feature in leave management software serves as a centralized repository for storing and managing all employee-related information. This feature allows users to easily access and update employee details such as contact information, job titles, departmental affiliations, employment history, and leave balances. It enables quick retrieval of employee data for reporting, compliance, and decision-making purposes. Additionally, it ensures that employee records are kept secure and up to date, facilitating efficient workforce management and planning.

74% of leave management system reviewers identify employee database as a highly important feature.

What business problem does employee database solve?

The employee database feature consolidates all employee information into a single, centralized location, eliminating the inefficiency and errors associated with managing fragmented data across different digital platforms or physical files. It also speeds up the process of accessing and retrieving employee information, saving time for HR and management during decision-making processes.

Ideal users of the employee database features

HR professionals benefit the most from the employee database feature as it allows them to manage employee information, from personal details to employment history and leave balances. IT and security staff responsible for ensuring the security and integrity of the system also leverage this feature to set up access controls, manage user permissions, and protect sensitive employee information, ensuring compliance with data protection laws.

Top 3 products with the highest ratings for employee database

Analysis performed February 2024*

Bizneo HR

Bizneo HR

4.74 out of 5 stars

133 reviews

Employee database feature rating: 4.8/5

Asanify

Asanify

4.71 out of 5 stars

69 reviews

Employee database feature rating: 4.8/5

Info-Tech HRMS

Info-Tech HRMS

4.81 out of 5 stars

107 reviews

Employee database feature rating: 4.8/5


Methodology

Key features: To identify the key features of this article, we asked users to rate, on a scale of “low importance” to “critical,” how important different features are for leave management system. The features showcased are those that the highest percentage of reviewers rated as “highly important” or “critical” over the past two years (as of Feb. 16, 2024).

Feature eligibility: To be included in the set of features considered, a given feature had to have at least 200 user ratings within the past two years (as of Feb. 16, 2024), of which at least 20% must indicate the feature is “critical.” Eligible features were determined from two sources: 

  1. Our research team’s review of public information about leave management system usage, definitions, and associated features.

  2. Reviewers’ indication of the features they use for leave management.

Product selection: To identify the top-rated products per feature, we evaluated user ratings for products that offer each feature. For a given product, reviewers rate each feature on a scale of one to five stars. A given product had to have at least 20 user ratings (between February 2022-24) for the feature in question to be considered.

*We selected products for this article based on their average ratings between February 2022 - February 2024, which may differ from their current overall average ratings.