LEAVE DATES

Leave Dates

Leave Dates is a leave management system for staff to manage holidays and absences from work. Users share a virtual wall chart and submit leave requests for approval. Leave Dates works well for companies of all sizes and was awarded the Capterra 'Best Ease of Use' award in 2022/2023.

Features

• Shared virtual wall chart
• Submit leave and absence requests
• Track remaining allowance balances
• Record and track TOIL (time off in lieu)
• Limit the number of people allowed on leave
• Sync with Outlook and Google Calendar
• Receive daily or weekly summary emails
• Import bank holidays
• Prorate allowances for new starters and leavers
• Carry over unused leave allowances to next year

Benefits

• Easily request and approve leave and absence
• Empowers staff to manage their time off
• Run reports on leave and allowances
• Receive reminders when colleagues are off
• Integrates with other systems eg. Outlook/Google Calendar, SSO, Zapier, APIs
• Available 24/7 on the web and mobile apps
• Gives complete visibility of staff holidays and eliminates mistakes
• Reduces admin compared to manual processes
• Customisable for any company policy
• Super easy to use and modern design

£0.60 to £0.80 a user a month

• Education pricing available
• Free trial available

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at phil@leavedates.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

871560131500227

Contact

Philip Norton
07740374906
phil@leavedates.com

Service scope

• Software add-on or extension: No
• Cloud deployment model: Hybrid cloud
• Service constraints: No
• System requirements: You must have Javascript enabled in your browser.

User support

• Email or online ticketing support: Email or online ticketing
• Support response times: The average response time is 147 minutes, the average first resolution time is 3.1 hours, and the average final resolution time is 5.5 hours.
• User can manage status and priority of support tickets: No
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: No
• Support levels: We provide support via our self-service knowledge base and helpdesk. The cost is included in the licence fee.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: We have a knowledge base with detailed articles on all the setup and user tasks. We also offer free onboarding calls and customer support.
• Service documentation: Yes
• Documentation formats: HTML
• End-of-contract data extraction: Admin user can retain read-only access to their data after the contract ends. They can view this online or download it as a spreadsheet.
• End-of-contract process: Our pricing model is based on the number of users and is billed on a monthly or yearly basis. Customers are required to pay in advance for the period they want to commit to. Once the period comes to an end, the customer can choose to renew the contract or end it. If the customer decides to end the contract, no further payment will be required.

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
• Application to install: Yes
• Compatible operating systems:
  • Android
  • IOS
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The web application works on desktop and mobile web browsers and is responsive for smaller screens. The mobile app contains a smaller set of features to make it easy to use for simple tasks such as requesting and approving leave.
• Service interface: No
• User support accessibility: None or don’t know
• API: Yes
• What users can and can't do using the API: Using the API, users can perform most of the same functions that can be performed through the web interface.
• API documentation: Yes
• API documentation formats: Open API (also known as Swagger)
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Leave Dates can be configured to align with most organisations' leave policies. Users with administrative permission can configure the application using the settings pages.

Scaling

• Independence of resources: We run a modern containerised environment using Kubernetes pods that can autoscale depending on the demand. We constantly monitor all areas of the system to ensure we react quickly to any potential issues.

Analytics

• Service usage metrics: Yes
• Metrics types: Uptime for the website, app and APIs.
• Reporting types: Real-time dashboards

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Staff screening not performed
• Government security clearance: None

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: European Economic Area (EEA)
• User control over data storage and processing locations: No
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 3.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: Another external penetration testing organisation
• Protecting data at rest: Encryption of all physical media
• Data sanitisation process: No
• Equipment disposal approach: In-house destruction process

Data importing and exporting

• Data export approach: Under the Reports heading, there are options for Employees, Leave, Allowances, Overtime, Public Holidays and Approvers. All reports can be filtered and exported in .XLSX format.
• Data export formats: Other
• Other data export formats: XLSX
• Data import formats: Other
• Other data import formats: XLSX

Data-in-transit protection

• Data protection between buyer and supplier networks: TLS (version 1.2 or above)
• Data protection within supplier network: TLS (version 1.2 or above)

Availability and resilience

• Guaranteed availability: We aim for 100% uptime but do not provide specific SLAs for availability.
• Approach to resilience: We use a modern containerised architecture that auto-scales in the event of changes in demand or issue detection.
• Outage reporting: We have a publicly available service dashboard.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
• Access restrictions in management interfaces and support channels: Users have role-based access controls. Only admin users have access to management interfaces. All users have access to the support channel.
• Access restriction testing frequency: At least every 6 months
• Management access authentication:
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: No audit information available
• Access to supplier activity audit information: No audit information available
• How long system logs are stored for: Between 6 months and 12 months

Standards and certifications

• ISO/IEC 27001 certification: No
• ISO 28000:2007 certification: No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: No
• Cyber essentials plus: No
• Other security certifications: No

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: No
• Security governance approach: Our organisation emphasises the importance of secure coding and infrastructure practices. We use automated tools to scan third-party libraries for vulnerabilities and collaborate with security researchers to identify security improvements. We are registering with the Innovate UK Business Growth BSOL (British Standards Online) service.
• Information security policies and processes: - Data centre is ISO 27001. ; - All code must be scanned and vulnerabilities removed before merging. ; - Developers trained in secure coding practices. ; - Data encrypted in transit and at rest; - Role-based access controls.; - Registered with Innovate UK Business Growth BSOL (British Standards Online) service.

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: The code is securely stored in a repository with different roles assigned to determine the level of access allowed. Only authorised personnel have permission to merge and tag code for triggering automated deployments. To prevent human errors and ensure consistency, all processes are automated through code. The infrastructure and deployment pipelines are both automated, ensuring a seamless and efficient workflow. All environment variables are encrypted in Gitlab, separate from the repository.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: - The data centre is ISO 27001 and applies infrastructure-level patches according to vendor guidelines.; - Code and 3rd party libraries are automatically scanned on every commit for security vulnerabilities, and cannot be merged until vulnerabilities are resolved.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: We use a 3rd party service called Cloudflare for additional protection and proactive monitoring. Our web application firewall (WAF) uses the OWASP Core Ruleset and rate limiter to immediately block all incoming requests that show anomalies. At the server and application level, we have further threat detection and IP blacklists to proactively block harmful traffic.
• Incident management type: Supplier-defined controls
• Incident management approach: We use Zendesk's ticketing service, where customers can raise, respond to, and track incidents. For common questions, we provide a client knowledge base that includes setup guides and support documentation. We review processes regularly and make changes to our product as a result of common client issues.

Secure development

• Approach to secure software development best practice: Supplier-defined process

Public sector networks

• Connection to public sector networks: No

Social Value

• Social Value:

  Social Value

  Wellbeing

  Wellbeing

  Leave Dates is a platform designed to help individuals effectively manage their time off and achieve a healthy work-life balance. The platform provides an easy-to-use interface that allows people to plan and track their holidays efficiently. By doing so, staff can reduce stress and anxiety related to logistics and scheduling conflicts. The platform also promotes efficient communication and collaboration for leave requests, which fosters a sense of control and empowerment. All of this leads to improved overall well-being and job satisfaction.

Pricing

• Price: £0.60 to £0.80 a user a month
• Discount for educational organisations: Yes
• Free trial available: Yes
• Description of free trial: Up to 5 users
• Link to free trial: https://app.leavedates.com/signup

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

Request an accessible format

If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at phil@leavedates.com. Tell them what format you need. It will help if you say what assistive technology you use.