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Managing Holidays in Microsoft Teams

Managing holidays in the workplace can be complex. There’s a lot to think about. Policies, allowances, approvals, paperwork, staff cover, work planning. By their nature, holidays are individual to each team member, and drawing all the data together about who is away and when can be lengthy, but it’s important to do to be able to manage teams and workloads efficiently.

Companies have employed several ways to cope with this. For instance, emailing invites to share holiday bookings in colleagues’ calendars, creating colourful Excel spreadsheets with teams and their vacation days featured, and even using special vacation tracking software, though often these can be tricky to use and make it a more laborious task.  

But what if there was a way to manage your company holiday planning so that the hard work is removed?

Look no further. Team Today makes managing holidays easy. No more outdated Excel holiday spreadsheets, no more toing and froing with holiday emails, no more emailing calendars invites to each other about your holidays, and not a cluttered calendar in sight.

Before We Begin

Team Today syncs with Microsoft Teams so that you can use all features without having to leave the Teams interface, everything happens in there. And it syncs perfectly straight to your Outlook, Gmail or Teams calendar.

Logging Holidays in Teams

We built Team Today around four pillars: Whereabouts, Desk Booking, Work Planner, and Holidays. And it’s this one we’re delighted to introduce to you today.

There’s a lot going on behind the scenes with our Holidays feature, but what you see and experience is a brilliantly simple and user-friendly tool. In a nutshell, it allows you to log your vacation time, share this with colleagues, track your allowances, and help you plan work. You can enter any holiday or paid time off, with details of where you’re going, when and for how long. And whether it’s a two-week summer jaunt to the seaside or a personal day, you can input the information and watch it appear immediately in your calendar.

All holidays you enter into Team Today are also included in the company Work Planner, meaning they become visible to the wider team. Colleagues can see team vacation information at-a-glance and use this information for planning work and looking ahead to deadlines. It also removes the need to hunt back through emails to find out if Tom from Accounts is away or ringing around to see when Diane in Design is due back. It’s all there for you.

Managing Holidays in Teams

Team Today makes managing team holidays much more straightforward for managers. Our Management section allows you to enter company-wide holiday allowances and holiday allowances specific to individual team members. As team members book in vacation time, Team Today calculates their remaining allowance and displays it to them simply. So, there is no last-minute scramble at the end of the holiday year, when team members realise they’ve got holiday left to take. And it helps managers to identify any points where there are multiple absences that need to be covered or reviewed, and of course to make sure that there are always staff in the office who have compliance and health and safety responsibilities such as Fire Wardens and First Aiders.  

Company-specific holidays can be added centrally, and this will block out the time on everybody’s planner and calendar. Likewise, with national holidays and any state or provincial days, you can enter these too. Everything is then updated and synced to Work Planner and Outlook.

We’ve included the option to turn on holiday approvals for teams where holiday needs to be authorised, and our reporting function allows you to generate holiday reports, to see instantly where everyone is up to and who has holiday outstanding.

We know how important flexibility is and we’ve built the feature to be a flexible tool for your organisation, for you to use as little or as much as you need. Be it the whole bells and whistles of what we offer, or a smaller sample, Team Today enables the most efficient use for your business.

Now you’ve been introduced to this feature, why not have a look at our other features here. And remember you can always contact us with any questions or to arrange a demo at hello@team-today.com.

Madeleine Thompson
Marketing

Team-Today is now free for up to 2 teams or 10 people. Sign up here, no credit card required.

With over 1,400 Microsoft reviews, here's what our customers are saying

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Really useful tool

AM

Anna Morgan

WRNA

Team Today has been so useful for our team to keep in the loop with everyone's whereabouts across multiple office locations and easily be able to gauge desk space. Really recommend this particularly for dispersed teams and hot desking booking purposes, It's really easy to use and handy that it syncs to the outlook calendar so prevents duplication

Mon, May 19, 2025

Simplicity & Value at its finest!

GH

Georgia Hetherington

DVV Media

This app is just perfect for organising hot desking & meeting rooms in our office. It syncs to our Outlook and is simple enough for people to use with virtually no training, but still has the capabilities to configure it to our specific requirements. The people at Team Today are friendly, professional, and extremely helpful offering a perfect solution without being over-priced!

Tue, May 21, 2024

Indispensable Tool

TC

Tim Cunnell

EPR

Since covid by business has adopted a hybrid working policy, and we quickly realised this new way of working posed new challenges as we struggled to keep track of colleagues' whereabouts. After looking at several tools we selected Team Today because of the way it integrates with Microsoft Teams and Outlook so effortlessly and provides a clear at-a-glance view of where our staff are. The support from Team Today has always been excellent (although we've needed very little help as the platform is very reliable and easy to use). And new features are always being added which always add value to what is already a tool that has become part of our business, and certainly one we could not be without.

Fri, Dec 20, 2024

Really great, cost-effective tool!

SS

Steven Searle

Mustard Research

Simple but very effective! They're continually developing too so there's so much more to come. Outside of using Team Today to track people's whereabouts it's a fantastic tool for managing annual leave. I transitioned our company to this (from the dreaded Excel sheets) and it's far simpler to manage; there are reports available, it's easy to change people's yearly allowances, add company/bank holidays etc. Looking forward to seeing what the next few years has in store on the development front!

Fri, Oct 25, 2024

Fantastic functionality & customer service

JG

Jen Guy

Galapagos Conservation Trust

As a small charity we have had a fantastic experience using this. It is incredibly affordable. The seamless integration with Teams is very useful, we have had little-to-no teething problems across the team (which for IT related things is quite impressive!). Any time we have had an issue or question it has been responded to with efficiency. The team are extraordinarily helpful! Would definitely recommend.

Fri, Jun 13, 2025

Excellent App

CH

Chirine Harb

Captial Asset Management

This app was so easy to install and navigate - It's an excellent way to find out which teams are in the office on a specific day. The intuitive design and seamless functionality are a testament to the design team's understanding of their customer, and the integration into Teams is perfect. Their customer service is exceptional, with queries and requests being promptly and efficiently addressed. I highly recommend using this app to navigate the complexities of remote working and having an office. Thank you

Wed, Jul 3, 2024

Really useful tool

AM

Anna Morgan

WRNA

Team Today has been so useful for our team to keep in the loop with everyone's whereabouts across multiple office locations and easily be able to gauge desk space. Really recommend this particularly for dispersed teams and hot desking booking purposes, It's really easy to use and handy that it syncs to the outlook calendar so prevents duplication

Mon, May 19, 2025

Simplicity & Value at its finest!

GH

Georgia Hetherington

DVV Media

This app is just perfect for organising hot desking & meeting rooms in our office. It syncs to our Outlook and is simple enough for people to use with virtually no training, but still has the capabilities to configure it to our specific requirements. The people at Team Today are friendly, professional, and extremely helpful offering a perfect solution without being over-priced!

Tue, May 21, 2024

Indispensable Tool

TC

Tim Cunnell

EPR

Since covid by business has adopted a hybrid working policy, and we quickly realised this new way of working posed new challenges as we struggled to keep track of colleagues' whereabouts. After looking at several tools we selected Team Today because of the way it integrates with Microsoft Teams and Outlook so effortlessly and provides a clear at-a-glance view of where our staff are. The support from Team Today has always been excellent (although we've needed very little help as the platform is very reliable and easy to use). And new features are always being added which always add value to what is already a tool that has become part of our business, and certainly one we could not be without.

Fri, Dec 20, 2024