One-click request
Employees request leave or time off from their phone, with no paper form to fill in.
Employee portal
Leave and absences, with no spreadsheets or WhatsApp
The employee requests, the manager approves, and the team calendar updates itself. Leave and time balances calculated in real time, with no shared spreadsheet to maintain.
What it solves
A leave and absence manager replaces the chain of emails and spreadsheets with a circuit of three parts: the worker's request, their manager's approval, and a team calendar that updates itself. Kimobox calculates the balance in real time against the collective agreement calendar and each person's actual accrual, warns about clashes before approval, and passes the result to payroll without anyone retyping the same figure.
- Statutory minimum holiday
- 30 calendar days a year Art. 38.1 of the Spanish Workers' Statute; agreements may improve it, never reduce it
- Holiday calendar
- Known 2 months in advance Art. 38.3: the worker must know their dates at least two months beforehand
- Not exchangeable for pay
- Except on termination General rule of art. 38.1
- Paid leave
- Art. 37.3 of the Workers' Statute Includes bereavement leave and urgent family care leave
- Audit trail
- Traceable per request Date, approver and reason for every decision, exportable
Manager approval
Every request reaches the right approver, with the available balance visible at that moment.
Team calendar
Who's out each day, visible to the whole team with no need to ask.
Real-time balances
Days available, taken and pending, calculated automatically per the collective agreement.
Different leave types
Vacation, sick leave, personal days or paid leave, each with its own rules.
Automatic alerts
The manager is alerted to every pending request; no one is left waiting for a response.
What it controls
From request to team calendar
- Leave and time-off requests and approvals from mobile
- Day balance calculated automatically per collective agreement
- Team calendar showing who's out each day
- Different leave types: vacation, sick leave, personal days, paid leave
- Approval by hierarchy or by work site
- Request history per employee
Real examples
The three arguments that disappear
Office · 60 people
Two people from one team, the same week in August
Before Discovered once both are already approved, because each manager looked at their own inbox and nobody looked at the shared calendar.
After On request, the system flags the clash and the team's minimum cover. The manager decides with the facts in front of them, before approving.
Production · own agreement
A balance nobody can compute
Before Calendar days, working days, pro-rata accrual for a March starter, extra agreement days. One person does the maths and only they understand it.
After The rules are configured once and the balance recalculates itself with every hire, leaver or working-time change. The worker checks it in their portal whenever they like.
Services · multiple sites
Sick notes reaching payroll late
Before The certificate is handed on paper to the supervisor, who scans and emails it. Sometimes it arrives after payroll closes.
After The worker uploads the certificate from their phone, the absence is logged with its type, and the data reaches A3 or Sage X3 within the closing window.
Vocabulary
Working calendar terms
- Accrual
- The proportional build-up of holiday entitlement over the year worked. Someone joining in April does not have thirty days from day one: they accumulate them.
- Calendar versus working days
- The Statute sets the minimum at thirty calendar days, but most collective agreements translate that into working days. Mixing the two criteria is the source of nearly every mismatch.
- Time bank
- The accumulated balance of hours worked above or below the agreed schedule, offset according to the collective agreement or the flexibility arrangement.
- Paid leave
- A justified absence with the right to pay, listed in art. 37.3 of the Statute and extendable by collective agreement. It does not consume holiday.
- Minimum cover
- The number of people a team must have available on a given date. Configuring it is what turns holiday approval into an informed decision.
Frequently asked questions
What people ask us before getting started
Can several leave types be defined?
Yes, each type (vacation, sick leave, personal days...) has its own rules and its own balance.
Does the balance calculate itself?
Yes, based on the collective agreement's days and each employee's history.
Who sees the team calendar?
The team and their direct manager; useful for planning without asking around one by one.
What is the statutory holiday entitlement in Spain?
Art. 38.1 of the Workers' Statute sets a minimum of thirty calendar days a year. Collective agreements may improve it and translate it into working days, but never reduce it below that floor.
How far in advance must dates be known?
At least two months before the leave begins, under art. 38.3 of the Statute. The platform calendar helps close that planning within the deadline instead of negotiating it in June.
Can untaken holiday be paid out?
As a general rule no: holiday is not exchangeable for money, except where the employment relationship ends before it has been taken.
What if someone falls ill during their holiday?
If temporary incapacity prevents them taking it, the worker keeps the right to those days. The absence is recorded with its type and the balance recalculates automatically.
Can you limit how many people are off at once?
Yes. Minimum cover is defined by team or site and the system warns the approver before the clash happens, not afterwards.
Does the information reach the payroll program?
Yes. The period absences are handed to A3 or Sage X3 with their classification inside the closing calendar, without anyone re-entering them by hand.
Tell us how you manage leave today
We'll show you the module running with data similar to yours.
Keep exploring
Related pages
Working-time records, sorted, with no arguments
Clock in from your phone, your browser or a shop-floor terminal. Tamper-proof daily records, balances…
Kimobox and A3, in sync for payroll with no double entry
Clock-ins, absences, hires and terminations are created in Kimobox and reach A3 Nom or A3 Innuva ready for…
Everything HR-related, without going through HR
Clock-ins, time off, expenses, payslips and paperwork in a portal your employees use from their phone — and…
Payslips delivered on their own, with a read receipt
The payslip generated in A3 or Sage X3 reaches the employee portal on its own, with an automatic alert, read…
Sources
Where each figure comes from
References to the official text in force. If a standard is revised, this page is updated and the review date says so.
- Spanish Workers' Statute, arts. 37 and 38 (leave and holidays) BOE-A-2015-11430 · Consolidated text
- Royal Decree-Law 5/2023 (urgent family care leave and other measures) BOE-A-2023-15135 · 29 June 2023
- Directive 2003/88/EC concerning the organisation of working time EUR-Lex · 4 November 2003
Employee leave and absence management software
Kimobox's leave and absences module manages requests, approvals and the team calendar from the employee portal, with day balances calculated automatically according to the applicable collective agreement.
Each leave type — vacation, sick leave, personal days, paid leave — has its own rules, and the manager sees the available balance at the moment of approval, with no shared spreadsheet to maintain.