7 Best Absence Management Software in 2025

Still relying on spreadsheets and email chains to track employee absences?

You're not alone — but it might be costing more than you realize.

According to a study by ADP, many large employers still use manual methods to manage attendance. These companies often struggle to enforce attendance policies and see repeated unplanned absences that disrupt operations and lower productivity.

Absence management software helps businesses ditch the paperwork, automate leave tracking, and maintain a healthier balance between employee well-being and business performance.

Here’s a list of the best tools that make absence management easier and on track at all times.

What to Look for in an Absence Management Software

Employee absenteeism isn't just about empty desks; it’s a silent profit killer. Unplanned absenteeism costs U.S. employers around $600 billion every year, with each full-time employee racking up an average loss of $4,080 annually.

Here's what to look for in an absence management software to help prevent these annual shocks:

• Simple, self-serve interface: Nobody wants to email HR for every leave request. The software should let employees apply for leave, check balances, and see who's out
• Automated leave tracking: Look for software that automatically calculates leave accruals, carryovers, and remaining balances without human intervention
• Customizable leave policies: Different teams or regions might have different leave rules. Your software should allow you to configure policies for PTO, sick leave, maternity leave, or even half-days without rigid templates
• Approval workflows with notifications: Tracking leave requests on email threads? No thanks. A good system automatically routes requests to the right manager and sends reminders for pending approvals
• Employee visibility: Employees should be able to see their own balances and a shared team calendar; so they know who's out before applying for leave. This avoids unnecessary clashes
• Seamless integrations: The software should sync with payroll systems, calendars (Google, Outlook), and HR platforms to avoid duplicate entries or manual reconciliation

The 7 Best Absence Management Software

Let's now look at some of the best absence management software to make absence tracking easier.

Darwinbox

Darwinbox isn’t just another absence management tool — it’s an end-to-end HR powerhouse designed to handle everything from leaves and attendance to payroll and employee engagement. Trusted by brands like Starbucks, Dominos, and Nivea, it's built to cater to fast-growing businesses and enterprises that need flexibility, compliance, and automation in one package.

Darwinbox best features

📌Custom Leave Policies with Granular Rules: Define accrual rates, carry-forwards, probation rules, and blackout periods, all tailored to different teams and locations

📌One-click leave requests with manager approvals: Employees apply via web or mobile, and managers get instant approval notifications with built-in policy checks

📌Geo-fenced and IP-based attendance tracking: Geo-fenced and IP-based clock-ins prevent time theft and buddy punching

📌Automated leave balance calculations and compliance: The system auto-calculates leave balances and aligns with labor laws across multiple regions

📌Real-time absence analytics: HR teams get real-time reports on leave trends, excessive absences, and burnout risks

📌Mobile-first experience: Employees can manage leave and attendance from anywhere

Darwinbox limitations

• With so many features packed into one platform, first-time users may need training to navigate the system

Workday

Workday Absence Management makes handling employee time off feel effortless with its all-in-one platform. Employees can request leaves, check their PTO balances, and view team calendars from any device — no back-and-forth emails or paperwork. Managers get real-time visibility into who's off and when, making workforce planning smoother and more proactive.

Since it works hand-in-hand with Workday's HCM, time tracking, and scheduling tools, everything stays connected in one system. Whether you're managing vacation requests or tracking sick leaves across global teams, Workday helps businesses stay organized without adding extra workload.

Workday best features

• All-in-One HR System: Combine payroll, talent management, and workforce planning in one platform
• Global Absence Management: Automatically applies local leave laws and company policies across regions
• Seamless Payroll Integration: Sync absence, payroll, and benefits data without manual effort
• Real-time Reporting: Offers customizable reports and workforce insights on demand

Workday limitations 

• Can be expensive for small and mid-sized businesses
• Requires significant time and resources to set up
• Interface can feel overwhelming for new users

Also Read: A Guide to Leave Management

Rippling

Rippling lets employees request time off in just a few clicks while giving managers real-time approval workflows — no messy back-and-forth emails. What sets Rippling apart is how smoothly it syncs approved leaves with payroll, automatically adjusting salaries without manual updates. Plus, its cloud-based platform works across devices, so whether you're at your desk or on your phone, tracking who's in and who's out is always a breeze.

Rippling best features

• Sync employee time tracking with payroll in real time to avoid errors and payment delays
• Instantly update employee information across payroll, benefits, and connected apps
• Leverage analytics to forecast employee turnover and take proactive steps to improve retention

Rippling limitations

• Reports of inconsistent support quality and response times
• Limitations with mobile functionality

Keka HR

Keka HR makes absence management refreshingly simple without skimping on control. Employees can request leaves in just a few taps — whether it's a full day, half day, or even a few hours — all through a clean, easy-to-use interface. Managers get a centralized dashboard that shows who's off, pending requests, and team availability in one glance, making approvals faster and more transparent.

The best part? Approved leaves automatically sync with payroll, so there’s no need to manually adjust payouts or worry about compliance slip-ups.

Keka HR best features

• Customizable leave policies – Set up accrual rules, leave types, and approval workflows to match company needs
• Seamless payroll integration – Automatically syncs approved leaves with payroll for accurate payouts
• Self-service employee portal – Employees can request leaves, track balances, and view approvals anytime
• Mobile app access – Manage leave requests and approvals on the go from any device

Keka HR limitations 

• Limited features for larger enterprises
• Limited scalability for businesses with complex leave policies
• Basic reporting capabilities

AbsenceSoft

AbsenceSoft takes the complexity out of managing employee leaves with a platform built to handle everything from medical leave to accommodations. It automates eligibility checks, tracks intermittent leave, and keeps everything compliant with laws like FMLA and ADA — without making HR teams drown in paperwork.

What really sets AbsenceSoft apart is how it balances automation with flexibility. Companies can customize leave policies to fit their needs while tapping into built-in reporting tools to spot leave patterns and plan resources better.

Absencesoft best features

• Automated eligibility checks – Instantly calculates leave eligibility based on FMLA, ADA, and company policies
• Centralized case management – Tracks all leave requests, approvals, and documents in one place
• Customizable leave policies – Easily configure rules for different types of leave and accommodations
• Compliance tracking – Automatically updates workflows to align with federal and state regulations

AbsenceSoft limitations

• Offers fewer options to tailor workflows and reports
• Can take time for users to get comfortable with the system
• May require extra effort to connect with certain payroll or HR systems

Calamari

Calamari is a cloud-based absence management software designed to simplify leave tracking and attendance management for businesses. It helps organizations automate leave requests, track employee working hours, and maintain transparent attendance records. The tool is particularly popular among small to midsize businesses for its ease of use and seamless integrations with collaboration tools like Slack and Google Workspace.

Calamari best features

• Automated Leave Requests – Employees can submit leave requests online, and managers can approve or reject them directly from email or Slack
• Calendar Integrations – Syncs with Google Calendar, Outlook, and Apple Calendar to automatically update leave schedules
• Attendance Tracking – Allows employees to clock in and out via mobile apps or QR codes, making time tracking more efficient
• Mobile App – Dedicated Android and iOS apps let employees request leaves and view attendance data on the go

Learn more: The Ultimate Guide to Payroll Software

Calamari limitations

• May not offer advanced workforce planning features
• Limited customization for large enterprises
• Fewer third-party integrations compared to more comprehensive HR suites

Connecteam

Connecteam is an all-in-one employee management platform designed to simplify absence tracking, scheduling, and internal communication — especially for deskless teams. Whether you're managing field workers, retail staff, or remote teams, Connecteam gives you one centralized hub to streamline time-off requests, track attendance, and ensure everyone’s on the same page without endless back-and-forth emails.

Connecteam best features

• Time Off Requests on Mobile – Employees can submit leave requests directly through the app, making the entire process paperless and hassle-free
• Custom Leave Policies – Define your own leave categories like PTO, sick leave, or unpaid leave to align with company policies
• Real-Time Absence Dashboard – Gives managers a bird's-eye view of who's off, who's working, and any overlapping leaves at a glance

Connecteam limitations

• Limited third-party integrations compared to enterprise-grade tools
• May not offer advanced absence analytics for large organizations
• The extensive feature set can feel overwhelming for smaller teams

Best Practices for Absence Management

Even with the right software, absence management works best when backed by the right practices. Here are some tips to get the most out of your system:

• Set Clear Leave Policies: Communicate leave rules, approval workflows, and blackout dates upfront to avoid confusion
• Automate Wherever Possible: Use software to automate leave requests, approvals, and balance tracking — cutting down manual admin work
• Enable Self-Service: Give employees the power to check balances, apply for leaves, and track approvals through mobile apps
• Monitor Patterns: Identify frequent absences or misuse to address issues proactively without micromanaging
• Sync Leave Data with Payroll: Ensure approved leaves automatically reflect in payroll systems to avoid discrepancies
• Keep it Fair & Transparent: Use absence data to ensure consistent policy enforcement across teams

Track, manage, and optimize absences with Darwinbox

Choosing the right absence management software can make all the difference in how smoothly your workforce operates. While many tools offer automation and tracking, Darwinbox stands out with its mobile-based attendance system, flexible approval workflows, and automated absence tracking — all designed to simplify complex processes.

Its advanced features like project-based timesheets, absconding management, and geotagging ensure accurate, transparent, and efficient absence management.

Our customers are saving 1600+ hours using our HR management tools. 

So if you're looking to streamline leave management while enhancing employee experience and saving valuable hours, book a free demo with Darwinbox today.