SeaTable – Professional Vacation Management for Your Company
Say goodbye to paper forms and confusing Excel lists! With this vacation management template, you always keep track of vacation requests, remaining vacation days and absences – all in one place. Benefit from full customizability, scalability and smooth collaboration across teams. Use features such as the calendar view, Kanban boards and AI support to organize modern vacation management in your company efficiently – from the first request through to final approval!
Use the template online
Vacation management for efficient workforce planning
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Intuitive user experience
This user-friendly template convinces with clear menu navigation and only a few clicks to a completed request. New employees find their way around immediately, without any training effort or complicated technical onboarding required.
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Team calendar at a glance
The integrated calendar view shows all planned absences at a glance. This way, managers identify overlaps at an early stage, avoid staffing shortages and plan cover arrangements proactively for every single department and every team.
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Automatic calculation
Formula-based links recalculate the remaining vacation days of your employees automatically with every approval. Manual recalculation is no longer necessary, and the current vacation entitlement is always accurate and easy to verify.
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Role-based access rights
Individually configurable permissions control who may submit, approve or merely view requests. Employees only ever see their own data records, while the HR department always retains a complete overview of all incoming vacation requests.
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Digital request web form
Using a simple web form, employees submit their vacation request on the go, while working from home or directly at their workplace. All details are automatically stored in a structured way in the central template, without paper or email.
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Automatic notifications
As soon as a new request arrives or its status changes, the template automatically informs all the people involved. This significantly shortens response times and completely replaces tedious follow-up questions by phone, chat or email.
Who uses SeaTable?
Leading companies worldwide trust SeaTable
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Your benefits at a glance
Vacation management online with SeaTable
The AI no-code solution SeaTable impresses with its flexibility and adaptability. With this vacation management template, you bundle all information on vacation requests, remaining vacation days and absences in one place, map your existing HR processes without any programming and keep a reliable overview even with a large number of employees.
Always up to date: Comments, a complete change history and real-time updates keep you informed about pending, approved and rejected vacation requests at all times.
Access from anywhere: With a template managed online, you have access at any time and keep an overview of every absence – in the office, while working from home or on the go.
Transparency in the process: Link vacation requests to the remaining vacation account – so you can see at any time how many vacation days each employee has taken and how many are left.
Scalable: This vacation management template grows with your requirements – regardless of how many employees, teams or locations you need to manage in your organization.
Automated & integrated: Connect your template to further HR processes such as working time tracking – for end-to-end workflows without switching between systems.
Managing requests in context
How the vacation management template works
Manage vacation requests centrally
Create new vacation requests easily via a web form – your employees enter the period and the type of leave themselves. Every request appears in the “All requests” table, including status, type of leave and cover arrangement. Only the HR department can view and process incoming requests, which means that sensitive employee data remains protected at all times.
Calculate remaining vacation automatically
The “Remaining vacation” table is linked to the request table and uses formula columns to calculate automatically how many vacation days each employee still has available. Approved requests are deducted, rejected requests are ignored – so the vacation entitlement remains correct at all times, for every employee and every calendar year, entirely without manual effort.
Notifications and approval workflow
With notification rules, you automatically inform managers about newly submitted vacation requests. Employees receive a message as soon as the status of their request changes – this accelerates the approval process in your vacation management noticeably. Time-consuming follow-up questions by phone or email are therefore a thing of the past for your HR team.
Calendar and Kanban views for teams
Visualize all absences in the calendar view to identify overlaps within the team at an early stage. The Kanban view sorts requests by status and simplifies day-to-day processing – so you keep a clear overview even with a large number of employees, several teams or multiple locations to coordinate. Both views are based on the same data and always stay in sync.
Your individual vacation management app
With SeaTable’s integrated App Builder, you create your individual front end for vacation management with minimal effort. Use web forms for digital vacation requests, calendar views for team planning, dashboards for management or focused filter views for individual employees. Share selected excerpts via link and apply granular permissions for access control – this turns the template into a tailor-made solution for your absence management, precisely aligned with your organizational structure and your approval workflows.
Bring structure to your workforce planning – with vacation management from SeaTable
Smart automation
AI-powered vacation management
With SeaTable, you benefit from powerful AI features that take your vacation management to a new level. Automate recurring tasks in absence management, reduce manual routine work and gain time for approval processes, team planning and well-founded workforce planning based on clear decision-making data. The AI works directly in your tables, without additional tools.
Classification with Classify
The AI function “Classify” automatically assigns incoming vacation requests to the appropriate types of leave, such as annual leave, special leave or time off in lieu. Every request reliably ends up in the right category, without any manual sorting by your HR team.
Data extraction with Extract
The Extract function analyzes unstructured input such as free-text reasons or attached medical certificates and automatically pulls out the relevant information. Periods or cover arrangements end up in dedicated fields and make evaluations considerably easier.
Text recognition with OCR
Upload a photo of a vacation request to the image column and use OCR to recognize the text it contains automatically. Details such as periods, names or signatures are available directly in the template for further processing and structured evaluation, even for handwritten forms.
Summaries with Summarize
Summarize condenses long comments or extensive request histories automatically into just a few sentences. This allows managers to grasp the essence of a vacation request much faster, without having to read every single entry of the request history in full detail.
Automation via prompt
With custom prompts, you define your own AI instructions that support typical routine tasks in absence management. Examples include concrete suggestions for cover arrangements, alerts about overlapping dates or automatically formulated reply texts for your employees.
Reports in a single click
Generate status reports on approved, pending and rejected vacation requests per team, department or period directly from your vacation management. The AI prepares trends and anomalies so that meaningful reports for management and HR are ready in just a few clicks.
Transparency in real time
Vacation management for every organization
SeaTable is a modern AI no-code database solution with automations and an App Builder, offering every function you need for professional vacation management. The focus is on traceability, teamwork and flexible adaptation to your processes – combined with the highest security standards for sensitive personnel data. Automations take over recurring steps reliably in the background.
GDPR-compliant data hosting
If you use SeaTable Cloud or the integrated AI, all data remains in Europe – the entire infrastructure is operated exclusively on servers located in Germany, in line with European data protection requirements.
Secure access with 2FA and SSO
SeaTable supports established authentication methods such as two-factor authentication and single sign-on, so you control precisely who is allowed to access your personnel data and your vacation requests.
Frequently asked questions about vacation management
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Can I use this template as fully fledged software for vacation management in my company?
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Yes, you can use this template as a complete solution for your company. All you need is a free SeaTable account and you can start straight away to manage vacation requests digitally and coordinate absences across all teams.
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How does the database help me manage vacation requests and calculate remaining vacation days?
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When you manage vacation requests, the template automatically links every request to the remaining vacation account of the respective employee. Formula columns calculate the remaining vacation entitlement in real time as soon as a request is approved – manual recalculation is no longer necessary.
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Can I set up different access rights for employees and managers in absence management?
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Yes, in absence management you define granular permissions. Through individual views, employees only see their own vacation requests, while managers and the HR department can view, edit and approve requests across the entire organization.
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Is using SeaTable for vacation management compliant with data protection law (GDPR)?
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Yes, SeaTable Cloud and the integrated AI are operated exclusively on servers in Germany, so all data from your vacation management remains in Europe. This means you reliably meet GDPR requirements, even when handling sensitive personnel data.
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How can I adapt the template if our company has special leave or cover rules?
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You can add further columns, types of leave, views and automations at any time. This allows you to adapt the template flexibly to company-specific special leave rules, shift models or cover arrangements – entirely without programming.