The spreadsheet problem
Most HR teams start with a shared spreadsheet for leave tracking. It works — until it doesn't.
When your team grows past 20 people, that spreadsheet becomes a liability. Rows go missing. Calculations break. And nobody knows who approved what.
Sign 1: You're chasing approvals on WhatsApp
If managers are getting leave requests on WhatsApp and replying with a thumbs-up, you have no record. One message gets missed and someone shows up expecting the day off.
Sign 2: Your balances are always wrong
Manual leave tracking means someone has to update balances every time an application is approved. Miss one entry and the whole row is wrong. Employees lose trust in the numbers.
Sign 3: HR doesn't know who's off until Monday morning
No live visibility means no ability to plan. If you're finding out about absences the morning they happen, you can't prepare cover.
Sign 4: Carrying forward leave is a nightmare
End-of-year carry-forward shouldn't take a week. If it does, your process has a problem.
Sign 5: You can't answer "how many days did X take last year?"
Compliance, performance reviews, and payroll all need accurate leave history. If you can't pull that report in 30 seconds, something needs to change.
The fix isn't more spreadsheet columns. It's switching to a system that handles the rules for you.