How to use Leave & PTO Tracker

For monday.com · last updated 2 September 2026

The app is a board view. Open any board, click + beside the view tabs, choose Apps, and pick Leave & PTO Tracker. It does not read that board and it does not write to it — the board is simply where the tab lives, so put it wherever your team will find it.

The five tabs

Tab	Who sees it	What it does
My time off	everyone	Your balance, the form to request leave, and your own requests.
Waiting for you	only people who can approve	The queue of requests to decide, with the number shown on the tab itself.
Team	everyone	The week's schedule and the month's calendar — who is off, and when.
Report	only people who can approve	The year, one line per person, with a spreadsheet export.
Setup	only people who can approve	Public holidays, days per year, who can approve, and erasing everything.

Start here: Setup

The app works with no configuration at all, but two minutes here makes every number right.

Public holidays. Choose the country your team works in. Public holidays are never counted against anyone's allowance. Choose No country and only weekends are skipped.
Days per year. The yearly allowance everybody starts from. Whole or half days, up to 365.
Who can approve. Administrators of your monday.com account can always approve. Tick anybody else who should be able to — a team lead, somebody in HR — and they can decide requests without being given admin access to your monday.com account. Only people who have opened the app at least once appear in this list.

What an approver can see, and it matters. Approvers see the leave type and the note behind every request, because you cannot decide what you cannot read. Everybody else sees only who is off and on which days. That line is enforced by the server, not by the screen.

Requesting time off

On My time off, fill in the type, the dates and, if you like, a note.

Type: Annual leave, Sick leave, Unpaid leave, or Other.
Part of day: Full day, Morning or Afternoon. Half days are only available when the start and end date are the same day — the form says so when you pick a range.
The count is shown before you send. The form says, for example, "3 days of working time": weekends and the public holidays of your chosen country are already taken out. Nobody has to work it out afterwards.
Note (optional): read by whoever decides. Keep it work-appropriate — see the warning below.

The request lands in the approver's queue with the status Waiting, and the days appear straight away in the waiting figure at the top of your screen — so what you have already asked for is never invisible.

Cancelling

You can cancel your own request while it is Waiting, and also after it has been Approved — but only up to the day before it starts. Once approved leave has begun it can no longer be cancelled, which is deliberate: a balance that can be rewritten after the fact is not a record. The days go back to your balance the moment you cancel.

Approving and turning down

On Waiting for you, each line shows who asked, the dates, the type and the note.

Approving is one click. Nobody should have to justify a yes.
Turning a request down requires a written reason. The app refuses an empty one, and the person who asked reads what you wrote, beside their request. "Declined" with no explanation is the single most common complaint about apps of this kind, and it is closed off at the source here.
A request can only be decided once. Clicking again does nothing — the record counts decisions, not clicks.

Team — who is away

One set of arrows moves both the week and the month together, so there is never a question of which period you are looking at.

Work schedule: seven columns, one row per person. Today's column is marked TODAY. Working days are left blank and weekends show a dash, so your eye finds the exception rather than the routine.
Colours: blue means away, amber means waiting for a decision, grey means a public holiday.
If nobody is off, the screen says so — "Nobody is off this week" — rather than showing an empty table, which would look the same as a screen that failed to load.
The month list underneath shows every absence in that month.

What colleagues do not see: the leave type, the note and the reason for a refusal. Someone else's absence simply reads "Time off". This is not the screen hiding it — the server removes it before the answer is sent.

Report — the year

One line per person: allowance, carried over, taken, waiting, and what is left, with columns per leave type. Change the year with the arrows.

Download summary gives you a spreadsheet file: one line per person, or one line per request.
Copy instead shows the same text on screen to copy by hand. It is there because some browsers silently block a download started inside an app window, and a button that sometimes does nothing is worse than two buttons.

How the balance is worked out

The rule that matters: the balance is never a stored number. It is recalculated from the history every time the screen opens, so it cannot drift out of step with the requests behind it.

Working days only. Weekends and the public holidays of the chosen country are never counted. A request spanning a public holiday is one day shorter, and the form says so before it is sent.
Half days count as 0.5.
A request that is still waiting already counts against what you can book. It is shown as its own number at the top of the screen, and a new request is checked against what is left minus what is waiting — so nobody books days they have already asked for while an earlier request is still undecided.
Turned down and cancelled requests count for nothing, and the days return immediately.
Carry-over: in this version, days not used in a year carry over into the next one. The engine also supports capping carry-over and giving it an expiry date; those controls are not on the Setup screen yet.

Erasing everything

Two routes, and both delete the record rather than marking it deleted:

Uninstall the app — everything the app holds for your account is erased automatically, without anybody asking.
Setup → Delete all company data — available only to an administrator of your monday.com account. Somebody who has merely been named as an approver does not see it, so a person cannot make a decision of their own disappear. You type the word DELETE, exactly, and the server checks it again.

After either, the app is empty and starts over. Export the year report first if you need the record — there is no copy of ours to restore from.

What the app deliberately does not do

It does not send email or notifications. What is waiting is shown on the Waiting for you tab with the number on the tab. Nothing depends on a message arriving.
It does not read or write your boards. No items, no columns, no updates, no files. It does not hold the permission that would let it.
It is not payroll and it is not an HR system of record. It records leave and calculates a balance.
It does not decide entitlements for you. It calculates faithfully from what you set in Setup; matching that to contracts and to the law is your call.

Sick leave — please read this one

"Sick leave" is one of the four types, so the record contains health-related information about your staff. The app protects it in the strongest way available — colleagues never receive it, not even hidden in the page — but two things are your responsibility:

Make sure you have a lawful basis for holding it (in the EU and the UK that is normally employment law), and tell your staff the record exists.
Tell your staff that the note and the reason for a refusal are free text read by the people who approve. Diagnoses and medical details do not belong there.

The Privacy Policy and the DPA set out exactly what is stored and who can read it.

Questions people ask before buying

Does everyone in our monday.com account need a seat?

Pricing follows the tier shown on the marketplace listing, and monday.com applies it — that is the authoritative answer, not this page.

What happens if our subscription lapses?

Nothing is hidden or deleted. Everything already recorded stays visible and the report still exports; only new writes — requesting, approving, refusing, cancelling, changing settings — are turned off until it is renewed. See section 3 of the Terms.

Can two people request leave at the same moment?

Yes. Requests from the same account are queued on the server and each one is re-checked against the balance before it is written, so two simultaneous requests cannot both spend the same day.

Which countries' public holidays are included?

17, generated by rule rather than typed in as a list, so they are correct for any year — including the ones that move, such as Easter-based holidays and holidays that shift when they fall on a weekend.

Support

Email help@saoirsesoftware.com, in English, on business days. We aim to reply within two business days, and emails reach the person who writes the code.

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