Leave Management System Template

This free template from Softr helps you build a custom leave management system, fast, with no coding required.

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Overview

This free template helps you build a leave management system using your existing data, so employees can request time off, managers can review approvals, and admins can track leave balances in one central place.

It includes a sample database to show how to structure users, departments, leave requests, countries, policies, and public holidays. You can also connect to any Softr-supported source like Airtable, Google Sheets, Notion, monday.com, HubSpot, and more.

Why use this leave management system template

Centralize leave requests and approvals: Replace scattered spreadsheets, email threads, and manual tracking with one shared system for employees, managers, and admins.

Give every user the right view: Employees can submit and track their own requests, managers can review pending approvals, and admins can manage all users and requests securely.

Make time-off planning easier: Use calendars, team availability views, policy pages, and public holiday data to help everyone understand who is out and when.

Template features:

Leave request dashboard
Give employees, managers, and admins a central dashboard with pending requests, recent activity, key metrics, and team availability.
Calendar-based time-off requests
Employees can select their leave period through an intuitive calendar interface powered by a Softr Vibe Coding block.
Manager approvals
Managers can review pending leave requests, update statuses, and add feedback before approving or rejecting time off.
Employee leave balances
Track total allowance, used days, and remaining days for every employee in a structured user database.
Who is out calendar
Show upcoming team absences in a shared calendar so everyone can plan coverage and avoid scheduling conflicts.
Country-specific policies
Organize leave policies, handbooks, days off, and public holidays by country for easier compliance and transparency.
Admin management
Admins can view all leave requests, manage user records, and oversee departments from a secure admin page.
Role-based access
Control what admins, managers, and employees can view or edit with secure permissions across pages and data.

Who is this leave management system template for?

This template is built for organizations that want a clearer, more reliable way to manage employee time off across teams, departments, and countries. It's a great fit for:

HR and people teams: Track employee allowances, country-specific policies, public holidays, and leave request history in one place.

Department managers: Review pending requests, add feedback, and see who is out this week before approving new time off.

Growing companies: Standardize leave workflows as your headcount increases, without needing custom development or complex HR software.

Distributed and international teams: Manage leave policies by country and make public holidays visible to employees in different locations.

“What we love most about Softr is the instantaneous, customizable power a no-code platform allows.”

David Malbin

Founder, Integral Ed

How to set up your leave management system template

1
Click Use template: Sign up or log in to your Softr account (it’s free, no credit card required!)
2
Bring in your data: Your template comes with a Softr Database already connected and loaded with sample data. From there, replace it with your own data or connect to 17+ external sources (like Airtable, Google Sheets, HubSpot, Notion, and more) in just a few clicks.
3
Customize logic and branding: Describe changes using the AI Co-Builder, or adjust layouts with drag-and-drop blocks. Review user groups and permissions to control access, then style everything to match your brand.
4
Go live in minutes: Your leave management system is ready! Authentication, permissions, and hosting are already built in. Publish and share the URL with your teammates or clients to start collaborating.

Frequently asked questions

What is a leave management system?
A leave management system is a centralized tool for tracking employee time off, leave balances, approval workflows, public holidays, and company policies. It helps teams replace manual spreadsheets and email-based approvals with a more reliable process.
Who should use a leave management system template?
A leave management system template is useful for HR teams, operations teams, managers, and growing companies that need a simple way to manage vacation, sick leave, public holidays, and team availability. It is especially helpful for distributed or international teams with different country policies.
Can employees request time off through this template?
Yes. Employees can submit time-off requests, view their recent requests, and see relevant leave information through a secure portal. This template also includes an intuitive calendar-based request experience, making it easier to choose the right leave period.
How do I edit or customize this template?
Softr offers a Hybrid Advantage for building. You can use the AI Co-Builder to make changes simply by describing what you want, or you can use the visual drag-and-drop editor for precise manual control.
What data sources does this leave management system integrate with?
Softr includes a native, built-in Database and also connects to 17+ external data sources, including Airtable, Google Sheets, Notion, HubSpot, monday.com, SQL databases, Supabase, ClickUp, and more. You can also automate approvals, notifications, and other business logic with native Softr Workflows or third-party tools like Zapier and Make.
Is Softr secure enough for employee leave data?
Yes. Softr supports granular roles and permissions, including visibility controls at the page, block, or button level, so employees, managers, and admins only access the right information. Softr also offers enterprise-grade security features such as SOC 2 Type II compliance, SSO, and European data hosting.