--- title: "Employee Vacation Tracker" description: "Track approved employee absence alongside national and regional public holidays in one Microsoft 365 calendar. Virto Calendar App overlays every source." url: https://www.virtosoftware.com/use-cases/vacation-tracker/ language: en-US last_modified: 2026-09-25T00:00:00+02:00 translations: de: https://www.virtosoftware.com/de/use-cases/vacation-tracker/index.md --- # Employee Vacation Tracker Virto Calendar App shows approved leave next to the public holidays of every country your team works in — who is away, and which offices are closed. Available at: SharePoint Microsoft Teams Microsoft Azure ![Employee Vacation Tracker](https://www.virtosoftware.com/images/use-cases/vacation-tracker-hero.webp) Trusted by Industry Leaders Warner Bros. Disney Sony UC Berkeley Motorola Teck Resources US Treasury University of Pittsburgh NASA Stockholms Stad FedEx Zespri and over 8,000 businesses worldwide ## Centralized Vacation Management Take command of your vacation scheduling with tools crafted for seamless coordination. ### Keep everything in one place #### High-level overview and planning Flat Year View provides a comprehensive vacation days overview, simplifying time-off planning and highlighting long weekends. #### Approve PTO from the calendar Where your leave list uses SharePoint content approval, approvers with the right permissions can approve or reject a request straight from the event in Virto Calendar. The request, its policy and its history stay in the list that owns them. #### Country holiday feeds Public holiday calendars for each country the team works in are added as read-only iCalendar feeds and overlaid with leave, so both are read from the same view. ![Month view of a Microsoft 365 absence calendar showing PTO requests colour-coded by category (Bereavement, Jury Duty, Personal, Sick, Vacation) alongside UK and Germany public holidays](https://www.virtosoftware.com/images/use-cases/vacation-tracker/keep-everything-in-one-place-.webp) Month view — PTO requests colour-coded by category alongside country holidays ### Keep approvers informed #### Alerts on new requests Virto Alerts & Reminder App emails approvers, or posts to Microsoft Teams, when a new request is added to the SharePoint leave list, so nobody has to watch the list for changes. #### A reminder before leave starts Virto Alerts & Reminder App can also send an email reminder on a date in the leave list, such as a few days before a request's start date. Decisions made in Virto Calendar App are written back to the source list rather than stored separately in the calendar. ![Week view of a Microsoft 365 absence calendar with individual PTO requests and an event detail popup open with Edit and Delete actions](https://www.virtosoftware.com/images/use-cases/vacation-tracker/set-automatic-reminders.webp) Week view — each PTO request as its own event, ready to review, edit or delete. ### Increase team visibility #### Shared schedules Distribute out-of-office schedules across the team, integrating them with group or project calendars for effective collaborative planning. #### Every absence on one grid Month, Year Quarter and Flat Year views show the team's leave side by side, so a new request can be weighed against who is already away. #### Regional closures, labelled Holidays observed only in some regions carry their region codes, so Virto Calendar App shows a partial closure as a partial closure. ![Year Quarter view of a Microsoft 365 absence calendar showing approved team leave alongside US, German and UK public holidays across three months](https://www.virtosoftware.com/images/use-cases/vacation-tracker/year-quarter.webp) Year Quarter — approved leave and public holidays across three months ## Key benefits ### One view for leave and holidays Virto Calendar App draws approved time off and national holidays in the same calendar, so neither has to be checked separately. ### Country coverage without extra calendars Public holiday feeds for each country a team works in sit alongside leave, instead of living in separate calendars people forget to open. ### Regional holidays stay labelled Holidays that only some regions observe carry their region codes, so a partial closure is not read as a national one. ### Approved leave in view The calendar shows leave by its status in the source list — in the recommended setup, approved leave only. Reasons and other sensitive HR fields stay in the system that holds them. ### Existing Microsoft 365 permissions Retain the access model of the connected source instead of creating a separate database of who is away. ### Overlapping absence shows up early Because the team's approved leave sits on one grid, an overlap appears while there is still time to plan around it. ## When Virto Calendar App fits — and when it does not | Real-life scenario | Best fit | Why it works | | --- | --- | --- | | A team spread across several countries | Virto Calendar App | National and regional holidays are drawn alongside approved leave, so a planner does not have to hold each country's calendar in mind. | | Seeing who is away across a whole quarter | Virto Calendar App | Year Quarter lays out three months of team absence and country holidays on a single page. | | Entitlement balances, accrual rules and approval policy | An HR or absence management system | Virto Calendar App shows when people are away. It does not calculate balances, hold entitlement rules or store the reason for leave — those stay in the system that owns them. | ## Related products Explore how our set of productivity tools can transform your task management - [Virto Calendar App M365](https://www.virtosoftware.com/microsoft-365/virto-calendar-overlay-app/): Consolidate events from SharePoint, Exchange, Google, and more into one calendar view for simplified planning. - [Virto Calendar App](https://www.virtosoftware.com/microsoft-teams/virto-calendar-app/): The same connected calendar inside Microsoft Teams, where approvers and coordinators already work. - [Virto Notifications & Reminders App](https://www.virtosoftware.com/microsoft-teams/virto-notifications-reminders-app/): Elevate Microsoft Teams with an app for direct notifications and reminders, ensuring team alignment. ## Integrations Connect to the tools your teams use the most so everyone works seamlessly in one place. Microsoft Teams Microsoft SharePoint Microsoft Planner Microsoft Outlook Google Calendar iOS Calendar Microsoft Exchange Microsoft Lists ## Related use cases Discover our range of use cases to take your planning and coordination to another level ![Team and Project Calendar](https://www.virtosoftware.com/images/use-cases/team-calendar.webp) ### Team and Project Calendar Maximize project visibility and coordination across teams with Virto Calendar, streamlining workflow and simplifying stakeholder communication. ![Project Management](https://www.virtosoftware.com/images/use-cases/kanban-project-management.webp) ### Project Management Leverage Virto's advanced tools to masterfully manage projects—breaking down complexities, optimizing timelines, and empowering agile methodology. ![Company Holiday Calendar](https://www.virtosoftware.com/images/use-cases/company-holiday-calendar-solutions.webp) ### Company Holiday Calendar One company holiday calendar for a small team: public holidays from an iCal feed, office closures and time off, shared with employees, contractors and vendors by link. Opens in a browser or Teams. ## Comprehensive support, security, and integration Our commitment to excellence in every aspect of your experience Support ### Support Get your questions answered by our global support team of VirtoSoftware product experts, available 24/7/365. Security ### Security We build our solutions with you in mind to give you control and visibility over access, data, and security. Integrations ### Integrations Connect to the M365 tools and internet calendars your teams use the most so that everyone works seamlessly in one place.