Holiday management can be a time-consuming and tedious process for both employees and the HR department. Authorising leave and complying with legal requirements makes the process very complex. We have summarised 3 common problems with leave requests and possible solutions.

1. forgetful employee

As the end of the holiday year approaches, some employees may still have holiday left over and want to carry it over to the next year. This problem is particularly common in the run-up to Christmas.

Holidays are important for employees because they are used for rest and relaxation. If an employee does not take the holiday they deserve, they do not get the rest they need. In the long term, this can increase stress and therefore have a negative impact on the employee's well-being and health.

Employers should therefore regularly check their employees' remaining leave. If it turns out that there are still holiday days left, you should encourage them to use them up by the end of the calendar year.

One solution could be clear rules on the deadline by which remaining holiday and overtime must be planned or reduced. Various absences can be planned clearly with a holiday management system. This is also a great help in keeping track of remaining holiday days and overtime.

2. no replacement needed during absence

Every company has experienced it: the employee is about to go on holiday, the bags and suitcases are packed and the flight is booked. But then the boss realises that the employee has not arranged a replacement for their absence. But who should now spontaneously take over the replacement and the associated responsibility?

In the various departments, it is extremely important to pay attention to who is deputising for employees in their absence. Holiday cover is part of holiday planning and should always be taken into account.

With digital holiday management, this process is straightforward. When applying for an absence, it may already be necessary to enter a mandatory substitution. This means that the employee cannot request the absence without having selected a suitable replacement. Communicate the holiday arrangements clearly within the company and encourage coordination between employees. This should simplify planning and ensure that everything runs smoothly.

3. conflicts with holiday approvals

First come, first served. This also applies to holiday planning.

If you want to plan your time off precisely, you should announce your wishes well in advance. If you overlap with colleagues, it is advisable to talk to them beforehand. It is often possible to swap holiday periods.

Employees with school-age children often take their holidays during the school holidays and are given more consideration during these periods. Bridging days, holidays around Easter or Christmas are popular time slots. Keep an eye on these flexible dates and plan well in advance how many employees are needed on bridge days or during school holidays.

With, the HR manager or head of department can see overlaps with other absent employees before they are authorised. This means that internal conflicts can be avoided even before the approval process.


Employees are an important part of any organisation. The consequences of poor holiday management are dissatisfied employees. This can have a negative impact. Employees turn away from their work and their work performance decreases.

Managing your employees is very easy if you have flexible holiday management software. It is therefore advisable to use a suitable solution so that you and your employees, managers and HR staff can easily manage annual leave.

Created by Obsiye Moumina am 03.12.2021 um 15:02 Uhr