Team workload & capacity
See who is available at what utilization across active projects—allocated hours versus real availability, not board clutter.
For marketing, design, dev, PR & branding agencies
Approve time off. Update capacity. Automatically.
Most vacation trackers stop at the approval. Supervisible connects every absence to your team’s project capacity in real time — so your staffing plan always reflects who’s actually available.
Up and running in under a day30-day free trial
Most vacation trackers stop at the approval. Supervisible doesn’t.
The typical vacation tracker does one thing: records that someone is out. That’s fine if all you need is a log. But agencies don’t just need a log — they need to know whether a project can actually be staffed the week a key person is gone.
Most tools leave that gap wide open. You approve a vacation request in one app, then manually update a spreadsheet, then notify the project manager, then hope nobody books over a client deadline. The process has four failure points before the work even starts.
| Other vacation trackers | Supervisible |
|---|---|
| Approved absence lives in the HR tool. Capacity planning lives somewhere else. Nobody connects them. | Every approved absence automatically reduces that person’s availability in the capacity system. Projects reflect it in real time. |
| One view: a calendar. If the calendar doesn’t tell you what you need, you’re stuck. | Four views: Pulse for this week, Timeline for the next quarter, Year Calendar for the big picture, Overview for balances. |
| Built for HR teams at companies. Not for agency directors who wear five hats. | Built by an agency (Meaningful) for agencies. Every feature solves a problem we lived ourselves. |
| Simple tools with no capacity link, or enterprise HRIS platforms that cost ten times what you need. | Purpose-built for 10 to 50 people. Not a spreadsheet upgrade, not an enterprise suite. Exactly enough. |
The bottom line: When someone at your agency takes time off, two things need to happen — the absence gets recorded and the project plan gets updated. Every other vacation tracker handles the first thing. Supervisible handles both, automatically, without anyone touching a second tool.
How the vacation tracker works
The full workflow — from request to capacity update — takes under two minutes and requires nothing manual from anyone.
1
Employee requests time off
They pick the leave type, dates (full day or half day), and a reason. The calendar shows them if anyone else is already out on those dates before they submit.
2
Manager approves in one click
The request lands in their Slack DM or email with full team context. They approve or reject from any device, with no extra app to open.
3
Everything updates automatically
The absence posts to the Slack OOO channel, creates an Out of Office event in Google Calendar with auto-declined conflicts, and reduces that person’s availability in active projects.
Four ways to see your team’s time off
Different decisions need different views. Supervisible gives you all four — same data, presented the way the situation demands.
Pulse view
Who’s out right now?
A table showing the full team across a configurable window — 2 weeks, a month, or a quarter. Filter by leave type or status. The Monday morning check-in view: open it, see the week, close it, go.
Timeline view
What does the next quarter look like?
A Gantt chart spanning up to 3 years with color-coded bars by leave type and a “today” marker. Coordinate summer vacations or Q4 availability without emailing everyone to check their plans.
Year calendar
The full year, all at once
A 12-month grid with every team member’s time off and public holidays by country overlaid. The strategic planning view — useful when onboarding a new client or planning a team offsite.
Overview
Is everyone’s PTO on track?
Per-person annual summary: days allowed, taken, pending, remaining, and sick days. Health indicators flag anyone accumulating too much or at risk of losing days they’ve earned. The manager’s accountability view.
Everything you’d expect from a PTO tracker — and the one thing most don’t have
Full-day and half-day requests
Employees submit vacation, PTO, sick leave, or any other leave type in full or half-day increments. They can also log past time off — useful for agencies where requests sometimes happen after the fact.
Seven leave types out of the box
Holiday, sick leave, bereavement, sabbatical, primary and secondary parental leave, and unpaid leave — all pre-configured. Create more with custom rules for approval, sensitivity, max days, cooldowns, and tenure requirements.
Approval workflow with full context
Managers see their direct reports’ requests. Admins see everything. Every rejection requires a reason. The full history stays in the system — no more digging through email chains to find out who approved what.
Bulk booking and CSV import
Admins can book time off for multiple team members at once — useful for company-wide holidays or Christmas shutdowns. Import historical data from CSV with automatic validation. Start-of-year setup takes minutes, not days.
Pro-rated allowances, automatically
New hire starting mid-year? Part-time employee? Supervisible calculates the right allowance proportionally — no manual math, no spreadsheet columns for “days adjusted by start date.”
The one thing most trackers skip: capacity impact
Every approved absence automatically updates that person’s availability in the project capacity system. Your staffing plan reflects reality without anyone updating a second tool. This is Supervisible’s core differentiator — and no generic PTO tracker does it.
Works inside the tools your team already uses
No new apps to adopt. Supervisible sends the right information to where your team already is.
Slack
Time off requests land as DMs to the approving manager. Approved absences post automatically to your OOO channel. Public holiday reminders arrive before they happen. The team stays informed without anyone typing a single message.
Google Calendar
Approved time off creates an Out of Office event on the employee’s calendar and auto-declines conflicting meetings. Sensitive leave types create private events. No more manually blocking time after an approval.
Capacity and project planning
This is the integration that changes everything. When a vacation is approved, that person’s weekly availability drops in the resource planning system. Project managers see the updated capacity without a manual handoff. Time off and project staffing stay in sync, automatically.
Public API
Full REST API with read and write scopes. Create, approve, reject, and query time off requests programmatically. Integrate Supervisible with your existing HR, payroll, or project management stack.
Weekly digest email
Every Monday at 8am, opted-in users get a summary with three sections: Leaving soon, Currently out, and Recently returned. The whole team’s time-off status, delivered before the week starts — no meetings required.
Track every type of absence, with the rules your agency actually needs
Seven leave types included by default. Add your own with custom settings per type:
Holiday / PTOSick leaveBereavementSabbaticalParental leaveUnpaid leaveChristmas break+ Create your own
Max days per year — set a cap or allow unlimited
Approval required or auto-approved
Sensitive mode — hides reason from non-managers
Minimum tenure before eligible
Cooldown period between uses
Counts toward or excluded from annual allowance
Trusted by agencies that care about how work actually gets done
“Supervisible has become my go-to tool for assessing my team’s capacity to take on new projects. It provides valuable insights into our workload and helps me make informed decisions about project assignments.”
Francisco Hernandez
COO — Moonshot Partners, software development agency
“What I love about this is that it gives me an incredible overview in real time. I was already doing this manually — now I can see exactly where I need to go and what’s happening.”
Ron Custodio
Co-founder & COO — Base Agency, global creative agency
“Since we started using Supervisible to track project profitability, we’ve improved our margins by about 40%. We used to guess — now we know exactly which projects make money and which don’t.”
Orlando Osorio
CEO — Meaningful, growth marketing agency (and the team that built Supervisible)
50+
agencies use Supervisible
15 min
average setup time
40%
profitability improvement
One operational layer. Every surface connected.
Staffing, time off, clients, margin, and billing share the same truth—so the plan you see is the plan the whole team is working from.
Capability cards scroll slowly in two rows. Motion can be reduced in your system settings.
Project staffing & timelines
Staff projects, move assignments, and watch capacity update everywhere the same data is used—without a second spreadsheet.
Time off & approvals
Request, approve, and account for leave in one flow. Approved time off reduces available hours in workload and planning automatically.
Project financials & margin
Revenue, labor cost, and margin per project—live from staffing decisions so you see trouble before the project closes.
Client management
Clients, history, and context in one place so sales and delivery share the same record—not a siloed contact list.
Invoicing & payments
Create invoices, run sequences, and track what is paid—tied to the same projects and hours your team already plans against.
Integrations
Slack, Google Calendar, Linear, ClickUp, and an API so Supervisible sits in the tools your team already lives in.
Availability & cost periods
Model changing schedules and rates over time so utilization and margin reflect the week you are in—not a single static default.
Actual hours on projects
Capture what really happened on engagements so forecasts, margin, and retrospectives use the same numbers operations trusts.
In-app & email notifications
Time-off decisions, hours requests, comments, and assignments surface to the right people—without hunting through channels.
Cross-project visibility
One view of who is on what, which weeks are tight, and where work stacks up before you commit to another client or deadline.
Team & assignment context
Profiles, roles, and staffing history stay attached to people and projects so handoffs do not reset the story every time.
Live sync. Nothing extra to babysit.
Supervisible connects with Slack and Google Calendar—approvals, notifications, and time-off blocks flow into the same capacity and project views your team already trusts.
Vacation tracker FAQ
What is a vacation tracker?
A vacation tracker is software that lets employees request time off and managers approve or reject those requests, with a shared view of who’s available and when. A good vacation tracker also tracks leave balances, handles multiple leave types, and keeps the whole team informed without manual updates. Supervisible adds one more thing: every approved absence automatically updates the employee’s availability in the project capacity system.
How is Supervisible different from other vacation trackers?
Most vacation trackers end at the approval. Supervisible connects the approved absence to your team’s project capacity — so when someone takes time off, the staffing plan updates automatically. No second tool, no manual handoff. It also gives you four different views of your team’s time off instead of just a calendar, and it was built specifically for agencies where a single absence can affect client delivery.
Does Supervisible integrate with Slack?
Yes. Requests go to the manager as a Slack DM for approval. Once approved, the absence is automatically posted to your configured OOO channel so the whole team knows without anyone manually sending a message. Public holiday reminders also arrive via Slack before the holiday. You can manage the entire time-off workflow without leaving Slack.
Is there a free vacation tracker plan?
Supervisible offers a 30-day free trial so you can see the full product before committing. There’s no permanently free tier — Supervisible is a paid tool designed for agencies that need time off tracking connected to serious capacity and project planning. Visit the pricing page for current plans and per-seat pricing.
How long does setup take?
Most agencies are fully set up in under 15 minutes: import your team, configure your leave types and policies, and activate the Slack and Google Calendar integrations. Supervisible also includes onboarding support — you’re not left to figure it out alone.
Can I track vacation for remote and hybrid teams?
Yes — Supervisible is built for exactly this. You can configure public holidays by country for each team member, set different leave policies by location, and view the whole team’s availability regardless of where they work. The Slack and Google Calendar integrations work across time zones without any manual adjustments.
What’s the difference between a vacation tracker and leave management software?
A vacation tracker typically focuses on the basics: requesting, approving, and logging time off. Leave management software adds more structure — accrual rules, policy compliance, multiple leave types, reporting, and HR workflow. Supervisible sits in between: it has the depth of leave management (seven leave types, custom policies, pro-rated allowances, bulk operations) with the simplicity of a vacation tracker, and it connects to capacity planning in a way neither category typically offers.
Your team’s time off should inform your project plan.
Not fight against it.
Book a 15-minute demo and we’ll show you how Supervisible connects vacation tracking to the way your agency actually runs — with your team and your projects, not a generic walkthrough.
Setup in 15 minutes · Onboarding included · Cancel anytime