Leave & Attendance System
A leave attendance system by Saitami unifies multi-level approval workflows, accurate balance tracking per leave type and live attendance through badges or mobile check-in. Employee requests reach line managers, HR and finance in minutes, not days, and feed straight into payroll and statutory reporting.
What our leave attendance system includes
Every leave type out of the box
Paid annual, unpaid, sick leave with attached medical document, maternity and paternity, study leave, time off in lieu. Each type has its own accrual rules, carry-over policy and notice period. The system tracks statutory minimums and flags burn-out risk before the year ends.
Real-time balance per leave type
Employees see exactly how many paid, unpaid and lieu days they hold today and how many remain after planned requests. HR stops answering the "how many days do I have left" question. Balances recalculate on submission and approval with a full audit trail for labour inspection.
Multi-level approval and deputies
Workflows with up to three levels — line manager, HR, finance director for long absences. Every approver has a backup deputy, one-click delegation and a 24-hour SLA reminder. All communication stays inside the system, with timestamped decisions, instead of scattered email chains.
Team and department calendar
Visual calendar shows who is on time-off, on sick leave or working from home. Managers see clashes before approving — two key people on the same Friday, or a whole team in mid-August. Two-way sync with Google Calendar and Outlook 365.
Statutory reporting and HR exports
Automatic preparation of monthly social-security declarations, sick-leave reconciliation against the national registry and labour inspection reports. Sick notes are uploaded as PDF, OCR extracts number and dates, and the figures are cross-checked — no more double work between HR and payroll.
Attendance via badges and mobile check-in
RFID badges at the entrance, GPS check-in from a mobile app for site and remote staff, biometrics when needed. Late arrivals and overtime are logged automatically, linked to a time-off or lieu request, and flow into the time-sheet for payroll — without manual entry by HR.
Who it is for
Companies of 20-100 people
IT firms, agencies, design studios, legal and consulting practices. You have a small HR team and several department leads — the workflow replaces Slack threads and Excel sheets. Rollout in two to three weeks and immediate clarity on who can take time-off when.
Retail chains with shifts
Stores, pharmacies, fuel stations, cafes with dozens of branches. The system ties absence to the shift roster and alerts the regional manager when a store risks running uncovered. Cross-branch substitutions, hours per location and payroll integration in one place.
Manufacturing with shifts
Workshops, assembly lines, warehouses on two or three shifts. Badge reader at the gate or mobile check-in for foremen, linkage to work orders, automatic extra pay for nights and holidays. Ready-made reports for labour inspection and employer liability.
How we build it
1. Mapping leave policies
Week one we capture every leave type, annual accrual, carry-over rules, approver chain and what reaches payroll. We compare your current Excel against the labour code and flag errors. Deliverable is a workflow diagram validated by HR and legal before any code is written.
2. Next.js self-service and mobile
The employee portal runs on Next.js 15 with a responsive UI — a time-off request from a phone in a minute, sick note attached as a photo, instant push to the manager. Progressive web app installable as a home-screen icon, no App Store or Play Store distribution.
3. PostgreSQL and calendar API
PostgreSQL with a full audit of every balance change and request. Two-way sync with Google Calendar and Outlook 365 — approved leave appears in the employee's personal calendar and the shared team calendar. See our custom software development for bespoke leave rules.
4. Payroll and attendance integration
REST and SOAP connectors to local payroll systems — approved absences and check-in hours land in the payslip without re-keying. See also mobile app development for a native iOS and Android check-in app.
Why Saitami for a leave attendance system
leave-request emails
average drop in HR inbox volume after launching the self-service portal
payslip accuracy
fewer corrections and post-factum transfers after direct payroll and check-in integration
starting investment
for a full leave attendance system with workflow, balance tracking, team calendar and statutory reports
Related: HR and personnel software for a full HRIS with employee records and training, and work schedule software for shift planning in retail and manufacturing.
Frequently Asked Questions
Is it a fit for a company of 15 people?
Yes. The starter package works well for teams of 10 to 25 — one HR lead, two managers, a simple workflow with one or two approval levels. Rollout takes about two weeks and immediately replaces Excel balances and Slack requests. As headcount grows you add approval levels, leave types and deputies, with no migration to a different product.
Can it handle sick-leave reporting to the authorities?
Yes. Sick notes are uploaded as PDF or JPG and the system extracts number, date and duration through OCR. Data is reconciled against the national social-security registry and prepared for monthly declarations. Payroll receives a ready-to-import file and HR keeps the original documents in a secure archive for labour inspection.
Is there a mobile app?
Yes. The base package includes a progressive web app installable as a home-screen icon on iOS and Android — no App Store download needed. Time-off requests, attaching a sick note as a photo, balance preview and push notifications all work identically on phone and desktop. Native iOS and Android apps for GPS check-in are built on demand.
How much does a leave attendance system cost?
Starting investment for a company of up to 50 people with a base workflow, balance per leave type, team calendar and statutory reports is from €2,200 one-off. Larger rollouts with multi-level approval, badge attendance, GPS check-in and several payroll integrations land between €5,000 and €11,000. Hosting and support from €70 per month, no per-user licence fees.
Ready to retire the Excel balance and Slack approvals?
Share your headcount, leave types and current payroll. You will get a concrete leave attendance system plan with pricing and timelines — no per-user licence fees.
Request a demo →