The 7 Best Absence Management Softwares
Absence management software replaces confusing Excel spreadsheets and email chaos with clear, automated processes for vacation, sickness, and substitutions.
November 27, 2025
Reading time: 7 Minutes
Content Manager at absentify
Contents
Best Absence Management Software: Key Points in Brief
What are important criteria when choosing the best absence management software?
Briefly & concisely – what should you pay attention to?
#1 absentify
#2 Personio
#3 Sage HR
#4 Clockodo
#5 absence.io
#6 timeout
#7 Workday
Here's how to find the best absence management software for you
Is absentify the right software for your absence management?
Best Absence Management Software: Frequently Asked Questions and Answers
Best Absence Management Software: Key Points in Brief
- Contemporary absence management software replaces manual Excel spreadsheets with automated, transparent processes for vacation, sickness, and substitutions.
- Key features of absence management software vary depending on your requirements, including integration with existing systems, GDPR-compliant hosting, or rapid approval processes.
- Cloud-based absence management systems enable a quick start, easy scaling, and reduced IT effort.
- The comparison of the best absence management software shows that features, pricing structure, and system depth vary according to company size and needs.
Directly to the best absence management software
What are important criteria when choosing the best absence management software?
You are choosing a system that will accompany your company in the long term. Therefore, when evaluating absence management software, a mere comparison of individual features is not sufficient. Pay attention to these points, to be able to find the best complement for your processes.
Integration with existing systems
Your software should be able to connect with calendars, Microsoft Teams, Outlook, or even payroll systems (e.g., DATEV) if desired. An automatic user synchronization via Entra ID or LDAP is well-suited for this, as it helps you avoid manual maintenance and duplicate data.
Costs and Scalability
If you want to grow in the future, a transparent licensing model facilitates planning and growth. Make sure that the system remains stable and performs well even as the number of users increases.
Differences between providers
Some tools focus exclusively on absences, while others integrate additional HR modules such as time tracking or applicant management. It's important that you consider what you need.
Provisioning and processes
Cloud solutions can be quickly implemented, while local or hybrid variants offer more control. Also, pay attention to the approval processes within the software.
Briefly & concisely – what should you pay attention to?
To reduce manual steps and increase clarity, you may need certain features. Regardless of your team's size, these areas could be important:
- Customizable types of absence
- Automatic calendar entries and status updates
- Self-Service for Employees
- Approval workflows
- Reporting features
- User Management (Entra ID/LDAP)
- Automatic synchronization
- GDPR-compliant data storage
#1 absentify
Absentify was developed to fully manage absences within Microsoft 365. The platform automatically synchronizes your Entra ID with Teams, Outlook, and SharePoint, eliminating the need for manual user maintenance.
absentify strengths
- Deep Microsoft 365 integration: Absences appear in Outlook calendars, Teams status, and SharePoint lists.
- Automatic user synchronization: The synchronization via Entra ID (formerly Azure AD) eliminates the need for manual CSV imports.
- Configurable workflows: You set up multi-level approvals with proxy and escalation rules.
Functions
- Management of vacation, sickness, home office, and special absences
- Approval processes directly in MS Teams, with deputy and escalation logic
- Automatic out-of-office notifications via Microsoft Graph API
- Live Dashboard in Teams and Power BI integration for reports
- Bulk actions and conflict checking for overlaps
absentify Plans & Pricing
Absentify offers various pricing tiers that grow with your team. A free plan is available.
Prices excl. taxes.
#2 Personio
Personio is a cloud HR software from Munich that covers all the fundamental HR areas. It includes personnel administration, applicant management, as well as time tracking and emphasizes EU compliance.
Personio Strengths
- EU-Hosting: The server location is in Europe, ensuring GDPR compliance.
- Clear operation: The interface is well-organized and makes it easier for HR and management to use.
- Wide Coverage: The tool offers features from personnel files to payroll preparation.
Functions
- Personnel files, basic time tracking and absence management
- Applicant Management
- Onboarding Process
- Interfaces to tools like DATEV
Personio Plans & Pricing
Personio uses a modular licensing model with two main packages:
- Core: from €2.88 per user/month
- Core Pro: from approximately €4.43 (extended access rights and API access)
You can test the software for 14 days.
#3 Sage HR
Sage HR, part of the Sage Group, is a modular HR software that combines functions for personnel management, time management, and performance.
Sage HR Strengths
- Intuitive Use: The user interface is designed to allow you to get started immediately without the need for extensive training.
- Internationally usable: Multilingualism and compliance features for multinational teams.
- Modularity: Additional modules such as work time scheduling, goal setting, or feedback can be added as needed.
Functions
- All core HR functions and leave management
- Performance-Management
- Time tracking and shift scheduling
- Self-service and reporting features
Plans & Pricing
The base version (Sage HR Basic) for absence management starts at €4.50 per user/month. The following modules can be added to the base package:
- Time tracking sheets: €2.50 per user/month
- Performance Management: €2.50 per user/month
- Expenses: €1.50 per user/month
- Shift scheduling: €2.50 per user/month
- Recruiting: €175 per month
You can try all the features of Sage HR for free for 30 days.
#4 Clockodo
Clockodo is a German software that combines time tracking and absence management. The tool is known for its clear operation and the ability to record times on mobile or at a terminal.
Clockodo Strengths
- Linked functions: You record working hours and absences in one system.
- DATEV Integration: The software provides export functions for payroll accounting.
- Integration in Microsoft Teams: Clockodo can be integrated into Microsoft Teams via interfaces, allowing you to view time tracking and absence data.
Functions
- Time tracking via app, terminal, or browser
- Capture leave requests and sick notes digitally and monitor them in real time
- Time tracking for individual projects is possible
Plans & Pricing
Clockodo offers various user-based monthly licenses
Basic Version: € 5 per user/month (time tracking, leave management)
Pro Version: € 9 per user/month (includes project time tracking, billable hours)
Enterprise Version: € 12 per user/month (+ budget alerts, automatic backups)
Freelancers can use Clockodo for free. There is the option of a 14-day trial period for all packages.
#5 absence.io
absence.io is a tool for managing absences and vacation planning. The software eliminates the complexity of manual processes and ensures clear procedures.
absence.io Strengths
- Specialized Focus: Features dedicated solely to absence management.
- Connectivity and Processes: The tool provides solutions for calendar synchronization and supports various approval workflows.
- Transparency: The system emphasizes a clear cost structure and GDPR-compliant data storage.
Functions
- Types of absence, leave requests, and approval processes
- Team calendar
- Self-Service for Users
- Reporting features
Plans & Pricing
The software offers various modules:
- Vacation Planner & Absence Management
- Time tracking
- Digital Personnel File
The package prices for users are determined by the number of modules selected:
- A module: € 2 per user/month
- Two modules: € 3.50 per user/month
- Three modules: € 5 per user/month
In addition, there is the add-on “Expense and Travel Reimbursement” which can be booked for € 4.50 per user/month. All features can be tested for 14 days.
#6 timeout
The Timeout app is often used for break planning and work time structuring. It is known for its ease of use and mobile accessibility.
timeout-App Strengths
- Easy to use: Straightforward interface and simple mobile access.
- Calendar Synchronization: The app syncs absences with popular calendars (Outlook, Google Calendar, and iCal).
- Mobile Requests: Leave requests can be easily made via app or web interface.
Functions
- Holiday requests
- Approval processes
- Team calendar
- Statistics on Absences and Warnings
Plans & Pricing
The timeout app offers three plans that can be tested free for 30 days:
- Vacation management: € 2.50 per user/month
- Time tracking: € 2.50 per user/month
- All-in-One: € 4.50 per user/month
#7 Workday
Workday is a large enterprise resource planning (ERP) system that also covers extensive HR and financial functions.
Workday Strengths
- Mobile Self-Service: Employees and managers can manage absences through the app.
- Manager Dashboards: Executives keep track of team absences and cover in real time.
- Automated workflows: Approvals, reminders, and escalations are rule-based.
- Fast Integration: Close connection to modules for HR, time management, and payroll.
Functions
- Recording and application for absences
- Configurable absence policies
- Calendar and chat integration
- Reporting and analysis features for HR KPIs
Plans & Pricing
Workday does not publish fixed end-user prices. Costs are calculated based on needs and depend on the number of users, modules, and implementation effort.
Here's how to find the best absence management software for you
Are you looking to find the right software for your business? Then begin with a feature comparison as your first step. For a long-term decision, you should also consider strategic aspects. These points will help to choose a tool that quickly integrates into your daily workflow:
Further tips:
- Determine how quickly your business is likely to grow.
- Determine the budget you plan for ongoing operations.
- Use the trial versions and demos to check the usability and practicality for everyday use yourself.
Is absentify the right software for your absence management?
Are you looking for an absence management system that integrates directly with Microsoft 365? Then try absentify for free and without obligation. Book your personal demo now and see for yourself how you can organize leave planning and cover arrangements directly in Teams, Outlook, and SharePoint.
No credit card required - Enjoy unlimited access with our free plan. You can upgrade or cancel at any time
Best Absence Management Software: Frequently Asked Questions and Answers
How can absence management software increase productivity?
Digital tools reduce manual tasks and prevent errors due to duplicate entries or email chaos. Teams gain immediate insight into available colleagues, which significantly facilitates cover arrangements and project planning.
Why is it worth switching from Excel spreadsheets to specialized absence management software?
Manual tables quickly lead to ambiguities, lack of versioning, and errors in vacation calculation. Software automates these processes, ensures transparency, and ensures that absence data is managed up to date and in compliance with data protection regulations at one location.
How can an absence management software be best integrated into existing systems?
Pay attention to open interfaces (APIs) and compatibility with calendar, HR, and payroll programs. This allows you to utilize existing data and avoid building redundant structures. It saves time and minimizes sources of error.
What are the advantages of a cloud-based absence management tool over an on-premise solution?
Cloud systems are immediately operational and do not require any separate
Server infrastructure and are automatically updated. They offer high availability, scalability, and are particularly suitable for hybrid or remote teams.
How can I find out which absence management software is suitable for my company?
Take advantage of free trial periods to test the usability and features in a real work environment. Pay attention to intuitive operation, clear processes, and how well the tool integrates into your daily workflow.
Would you like to simplify your absence management?
Discover how absentify can optimize your HR processes, save you time, and reduce errors. Easily manage employee absences in Microsoft Teams, Outlook, and SharePoint.
Start now for free