REQUEST
Collect the right details.
Staff submit dates, the relevant leave type and any useful notes through one clear process.
Holiday requests, allowances and cover in one place
Leave management software for flexible teams
Give staff a simple way to request time off, keep allowances up to date and make informed approval decisions without juggling forms, spreadsheets and messages.
30 days free
No payment card required
£1 per user each month thereafter
£1 per user, per month
Leave management, rotas and time tracking included.
Let staff request leave wherever they are.
Use FlowRota on the web, iPhone, iPad and Android.
Leave without the loose ends
A holiday request should not create five more admin jobs.
When leave is managed through paper forms, private messages and a separate spreadsheet, even a straightforward request takes work. The manager has to check the employee’s balance, look for clashes, think about minimum cover, reply, update the records and remember the decision when the rota is built.
FlowRota brings that process together. Employees submit requests from their own account, and managers review them alongside recorded allowances and other approved leave. Decisions stay visible, balances stay up to date and the information is available when the next rota is prepared.
It works for annual leave, but it is not limited to holidays. Businesses can create the leave types they actually use, record absences, track time off in lieu and support teams with different working patterns from the same leave management system .
REQUEST
REVIEW
Check balance and cover.
See the employee’s recorded allowance and who else is already away before deciding.
RECORD
Keep the decision connected.
Approved leave updates the record and remains visible when managers return to the rota.
Day-to-day leave management
A clear process from request to approved time off.
FlowRota keeps requests, decisions, allowances and rota planning connected, instead of spreading them across inboxes, forms and separate spreadsheets.
Let staff request leave without chasing forms.
Employees can submit a leave request from their own FlowRota account. Managers receive the dates, leave type and notes in a consistent format, without retyping information from a message or paper form.
- Requests from the web, iPhone, iPad or Android
- Full days, part days and different leave types
- Optional notes for useful context
- A clear pending request for the manager to review
Review requests with balance and cover in view.
A decision is easier when the information is in front of you. Managers can check the employee’s recorded allowance, existing team leave and any limits before approving or declining the request.
- Approve or decline from one review screen
- See overlapping leave across the team
- Use limits to protect essential cover
- Keep the request and decision together
Keep holiday allowances clear throughout the year.
Record allowances for full-time, part-time, fixed-pattern and variable-hours staff. Managers can make adjustments when needed, while employees can see the balance held against their account.
- Allowances for different working arrangements
- Records of leave booked, taken and remaining
- Manual adjustments with manager oversight
- Time off in lieu and custom leave types
Build the rota around who is actually available.
Approved leave remains visible when managers return to scheduling. Combined with employee availability, this gives the rota planner a clearer picture of who can work before shifts are assigned.
- See approved leave while planning shifts
- Check employee availability alongside the rota
- Avoid scheduling someone who is away
- Spot cover pressure before publishing
One connected leave record
Everything needed to manage staff time off properly.
Keep the employee experience simple while giving managers enough information to make a sensible decision.
Leave requests
Collect dates, leave type and notes from staff through one consistent process.
View leave requests →
Manager decisions
Approve or decline requests with balances, clashes and team limits close at hand.
View leave approvals →
Allowances
Track entitlements, booked leave, time taken and the balance recorded for each employee.
View leave allowances →
Rota cover
See approved leave and employee availability before assigning the week’s shifts.
View staff scheduling →From request to recorded leave
Keep every decision easy to follow.
The employee sees what they requested. The manager sees what was decided. The allowance and rota then reflect the same approved record.
Start with a complete request
Capture the dates, leave type, duration and any notes the manager needs.
Review allowance and team cover
Check the employee’s balance, existing leave and any configured limits.
Record the decision once
Approve or decline the request and keep the result available to staff and rota planners.
Made for mixed working patterns
Leave management that works beyond the nine-to-five.
FlowRota is designed for teams where full-time, part-time, zero-hours and variable schedules may sit alongside one another.
Balance staff holidays against busy services, seasonal demand and the cover needed across front and back of house.
See who is already away before approving more leave during weekends, sales periods and peak trading dates.
Keep requests and decisions organised while managers consider the staffing needed to support each shift.
Manage leave across cleaners, security staff and other employees spread between different sites or locations.
What customers say
Less leave admin around every working week.
“Shift planning, tracking staff hours and costs, and managing leave allowances used to be a nightmare. I wish we had discovered FlowRota sooner.”
Sean
Managing Director, Polly’s Brew Co
“Creating rotas on the go and knowing my staff are instantly notified of changes — that’s what I call peace of mind.”
Arron
Polly’s Brew Co
“The team at FlowRota is an extension of our own. Their guidance is unmatched.”
Emily
Human Resources, Polly’s Brew Co
Straightforward pricing
Leave management and rotas for £1 per user.
Leave requests, allowances, scheduling and time tracking are included in the same plan. There is no separate leave-management tier.
FlowRota pricing
£1
+ VAT
per user, per month
after your 30-day free trial
Everything your team needs is included.
✓
Leave requests and manager approvals
Collect and decide staff requests without buying another module.
✓
Allowances, leave types and team limits
Keep balances and the rules used by your business together.
✓
Unlimited custom leave types and limits
Create leave types and limits that match your business, not a generic template.
✓
No long-term contract
Use FlowRota month to month and cancel when you need to.
From the FlowRota blog
Practical guidance for managing staff holidays.
Two useful guides covering the everyday request process and the more complicated question of variable-hours holiday pay.
Managing Holiday Requests — and How FlowRota Can Help
A practical look at collecting requests, making fair decisions, avoiding clashes and keeping staff informed without turning each holiday into a chain of messages and manual updates.
Read the holiday-request guide →Calculating Holiday Pay for Zero-Hours Staff
Variable hours make holiday records harder to manage. This guide explains the information employers need to consider and why accurate worked-hour records matter when dealing with zero-hours staff.
Read the zero-hours holiday guide →Frequently asked questions
Questions about leave management software.
What is leave management software?
Leave management software gives staff a clear way to request time off and helps managers review requests, allowances and team cover in one place.
Can staff submit holiday requests through FlowRota?
Yes. Employees can submit leave requests through FlowRota on the web, iPhone, iPad or Android, and managers can approve or decline them.
Can FlowRota track holiday allowances?
Yes. FlowRota helps managers calculate, record and adjust holiday allowances for different working arrangements, including fixed and variable hours.
Can managers limit how many people are off together?
Yes. Leave limits can help managers spot when too many employees in a team or location are requesting the same dates.
Does approved leave appear when the rota is being prepared?
Yes. Managers can see approved leave while preparing the rota, making it easier to avoid scheduling someone who is away.
How much does FlowRota cost?
FlowRota includes a 30-day free trial and then costs £1 per user per month plus VAT, with no setup fee or long-term contract.
Real help when you need it
Questions? Speak to our UK-based support team.
Get practical help setting up teams, importing staff, adding allowances or configuring the leave types your business uses. You can reach us through WhatsApp without going through a ticket maze.
Start a conversation
Make the next holiday request easier to manage.
Bring requests, decisions, allowances and rota cover into one clear system your team can start using today.
