The 7 Best Vacation Planning Software
A vacation planning software replaces error-prone Excel spreadsheets with clear, automated processes for leave requests, approvals, and calendar synchronization.
January 1, 2026
Reading time: 7 Minutes
Content Manager at absentify
Contents
Best Vacation Planning Software: The Essentials in Brief
What are important criteria when choosing the best vacation planning software?
Briefly & concisely – what should you pay attention to?
#1 absentify
#2 Timebutler
#3 time tape
#4 HRWORKS
#5 TimeTac
#6 Kenjo
#7 absence.io
#8 Factorial
Here's how to find the best vacation planning software for you
Is absentify the right software for vacation planning?
Best Vacation Planning Software – Frequently Asked Questions and Answers
Best Vacation Planning Software: The Essentials in Brief
- A vacation planning software for companies replaces confusing spreadsheets with clear, automated processes for requests, approvals, and calendar synchronization.
- Important factors in choosing vacation planning software may include direct integration into existing systems, secure data processing according to GDPR standards, or customizable approval processes.
- The comparison of the best vacation planning software clearly shows that features, cost models, and integration options vary depending on company size, industry, and IT infrastructure.
Directly to the best vacation planning software
What are important criteria when choosing the best vacation planning software?
You want to save time and avoid mistakes. Then a vacation planning software should be able to grow with your company in the long term. These features will help:
Integration into calendars and systems
If you want absences to automatically appear in the Outlook or Google Calendar, check whether the tool offers automatic user synchronization via Entra ID (or LDAP). This avoids duplicate data maintenance and media discontinuity.
Processes and approval levels
Consider approval processes. Pay attention to multi-level workflows with deputy and escalation rules. These can ensure that requests are processed quickly and in compliance with regulations by the right hands.
Data protection and data retention
Since you are storing sensitive personal data, you should ensure GDPR compliance. For instance, consider the server location and DPF certifications.
Cloud service versus local option
Most contemporary vacation planners operate on a cloud-based system, which allows for a quick start. However, if you have strict IT policies, there are also tools that offer local installation (On-Premise) or hybrid models.
Pricing models and additional fees
Pay attention to the transparency of costs. Many providers use tiered pricing based on the number of users and modules. With some systems, additional costs for extra modules such as time tracking or performance management are added to the base fee.
Briefly & concisely – what should you pay attention to?
To simplify processes and increase transparency, certain features can be helpful:
- Management of types of absence
- Automatic synchronization
- Self-Service
- Multi-level approval processes
- Creation of reports
- User management via Entra ID
- GDPR-Compliance
#1 absentify
Absentify is specifically designed for Microsoft 365 and enables fully integrated absence management. The platform automatically synchronizes with Entra ID, Teams, Outlook, and SharePoint – eliminating the need for manual user maintenance.
absentify strengths
- Deep Microsoft 365 integration: Vacations and absences are displayed directly in Outlook, Teams, and SharePoint.
- Automatic user synchronization: The integration with Entra ID saves time and prevents duplicate records.
- Flexible Workflows: Multi-level approval processes with delegation and escalation logic can be specifically defined.
- Privacy: Full GDPR-compliant storage within your own Microsoft 365 environment.
Functions
- Management of vacation, sickness, home office, and special absences
- Approval processes in Teams
- Automatic OOO messages via Graph API
- Live Dashboard in Teams & Power BI Integration
- Conflict checking and bulk actions
absentify Plans & Pricing
absentify offers four pricing tiers based on team size. A free version is available.
¹Prices excl. taxes.
#2 Timebutler
Timebutler is a German tool that primarily focuses on automated absence notifications and status updates within the Microsoft environment.
Strengths of Timebutler
- Automated absence messages: Out-of-Office emails can be scheduled for sending.
- Teams Status Synchronization: The presence status in Teams automatically adjusts.
- Quick Introduction: No complex installation or training required.
Functions
- Automatic approval workflows
- Current vacation account management
- Configurable types of absence
- Bulk Creation & Bulk Import
Plans & Pricing
Timebutler offers a free basic model and tiered rates for larger teams. A 30-day trial access is available.
#3 time tape
timetape offers a visual absence overview directly in Microsoft Teams. Users can see all team absences color-coded in a shared calendar.
highlight strengths
- Color-coded calendars: Absences are immediately visible in the Teams calendar.
- Quick search: Employees and appointments can be found intuitively.
- Vacation requests directly in the chat: Requests are conveniently made via the Teams app.
Functions
- Real-time calendar as a tab
- Excel Reports & Charts
- Export interface & DATEV exports
Plans & Pricing
timetape offers two plans and a 30-day trial period. With annual payment, you get a 10% discount.
#4 HRWORKS
HRWORKS is a German cloud solution focused on standardized HR processes and legally compliant personnel management.
HRWORKS Strengths
- Time tracking with rules: Automatic breaks, surcharges, and mobile time tracking included.
- Travel expense report: Digital receipt capture and legally compliant billing.
- German Hosting: ISO-certified servers and GDPR-compliant data storage.
Functions
- Management of different types of absences
- Approval workflows for leave requests
- Reporting features with an overview of absences, sick days, etc.
- Compliance documents on vacation expiration and automated notices on expiration deadlines
- Integration into the time tracking module
Plans & Pricing
Prices depend on the number of users and the scope of modules. A free trial period is possible.
#5 TimeTac
TimeTac originates from Austria and combines work time, vacation, and project management in one platform.
TimeTac Strengths
- Dynamic time tracking: Via web, terminal, or app.
- LDAP Integration: Automatic user data synchronization.
- Real-time Reporting: Current evaluations for projects and absences.
Functions
- Vacation Planning & Approval Process
- Project & Time Tracking
- Automatic calculation of vacation balance
- Mobile usage
Plans & Pricing
TimeTac operates with modular pricing models plus a basic fee. Additionally, a monthly base fee of €21.00 (or €17.50 for annual billing) is charged for technical operation, updates, and support.
#6 Kenjo
Kenjo combines personnel management, time management, and performance evaluation in a single cloud tool. The software is aimed at businesses that want to manage HR processes clearly.
Enhance Strengths
- Extensive basic functions: Time tracking, absences, performance, and documents.
- Simple pricing structure: Clear, understandable rates.
- Shift scheduling included: Planning of service hours directly in the system.
Functions
- Digital vacation requests and approvals
- Automatic calculation of remaining vacation days
- Customizable absence types and policies
- Reporting and export functions
Plans & Pricing
Kenjo offers tiered features and add-ons.
#7 absence.io
absence.io is a tool for digital vacation planning and absence management. The software automates processes that would otherwise be done manually and ensures structured, transparent procedures.
absence.io Strengths
- Focus on Absences: Concentrating on vacation planning and absence management.
- Clear pricing: Transparent cost structure with GDPR-compliant data storage.
- Calendar synchronization: Integration into existing calendars and customizable approval processes.
Functions
- Digital vacation requests with approval workflow
- Substitute management during absences
- Automatic management of vacation quotas
- Team calendar with Outlook and Google Sync
Plans & Pricing
absence.io offers modular packages that are based on the number of features selected. All features can be tested for 14 days.
The add-on "Expense and Travel Reimbursement" can be booked for an additional €4.50 per user/month.
#8 Factorial
Factorial is a Spanish HR system that operates cloud-based and combines several HR areas in one tool.
Strengthening Factorials
- All-in-One Approach: Human Resources, Recruiting, Time Management, and Performance Management.
- User-friendly: Intuitive interface and contemporary design.
- Usable everywhere: Access via web browser and app.
Functions
- Digital vacation requests and approvals
- Team calendar with absence overview
- Customizable vacation policies and quotas
- Reports and evaluations on absenteeism
Plans & Pricing
The costs at Factorial vary depending on the module and number of users. A free trial period is available.
- Core-HR-Plan starts at 8 € per user/month.
- Add-ons can be added upon request.
Here's how to find the best vacation planning software for you
When choosing a vacation planning software, you should not only consider the interface and prices. The system you choose should be able to grow with your team, integrate easily into existing tools, and meet the highest data protection standards. Optimal approval processes and automatic synchronization also ensure smooth operations in the long term.
Further tips:
- Estimate how much your company will grow in the coming years.
- Plan a realistic budget for ongoing operations.
- Test various providers in practice for usability, range of functions, and suitability for everyday use.
Is absentify the right software for vacation planning?
Are you looking for a vacation planning software that integrates directly into your existing IT infrastructure and noticeably simplifies processes? Then try absentify now live in a personal demo and discover how you can manage vacation planning and substitutions directly in your digital work environment.
No credit card required - Enjoy unlimited access with our free plan. You can upgrade or cancel at any time
Best Vacation Planning Software – Frequently Asked Questions and Answers
How can digital vacation planning improve productivity?
Digital vacation planners save time, prevent booking errors, and provide an immediate overview of available staff. This improves substitute planning, project management, and reduces internal inquiries.
What features are important for a vacation planning software?
Key features may include digital leave requests, automatic approval workflows, team calendars, reports, and dynamic types of absence. Additionally, API interfaces and GDPR-compliant data storage are important.
Why is GDPR compliance important for vacation planning software?
Since personal data is very sensitive, it must be processed and stored securely. GDPR-compliant software provides encrypted transmission (SSL/TLS) and a clear role and rights concept.
How do I choose the right vacation planning software for my company?
Consider the size of your team, which tools you are already using, and to what extent you prefer cloud or on-premise solutions. Test different systems in practice and pay attention to integration, usability, and long-term scalability.
Would you like to simplify your absence management?
Find out 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