KANVID’s Switch from Spreadsheets to a Faster, More Reliable Leave System
KANVID is a content creation studio that connects global brands with high-quality video and photography production in China, and across Asia. They act as an extension of a brands international marketing and ecom teams, handling everything from on-the-ground production to delivering market-ready content upstream in a brands supply chain, helping them to shorten lead times to market for new products. KANVID also helps brands localize their visuals for the Chinese market, making sure their marketing and e-commerce materials align with local platforms launch requirements, trends, and consumer expectations.
With offices in Hong Kong and a studio in Shanghai, they needed a better way to track leave for their growing team of photographers, image editors, stylists and account managers. But finding software that worked in China was a challenge.
Company Snapshot
| Industry | Media Production |
| Location | Shanghai |
| Team Size | 11-50 employees |
The Problem: Managing Leave Was Slow and Confusing
For years, KANVID relied on Excel to manage leave. While it worked at first, as the team grew, the system became harder to manage.
It worked, but it was messy and slow:
- Employees took too long to format leave requests properly.
- It wasn’t always clear which dates were approved.
- Tracking different types of leave—like maternity and paternity—was difficult.
- Legal requirements weren’t easy to manage.
They used Excel for five to six years, but as the team grew, the system started causing more problems than it solved.
"It felt very backward for us to use such a slow and cumbersome process." – Theodore O’Mahony, General Manager, KANVID
They outsourced HR, hoping for a better process. But that only added delays—leave requests had to be sent, approved, and updated manually, and no one knew if the spreadsheet had the latest information.
It was too much work for HR and managers, and it slowed everything down.
Finding the Right Solution—And Making Sure It Works in China
KANVID knew they needed something better.
Theodore started looking online and found Vacation Tracker. It had everything they needed—but before committing, they had to test one important thing:
Would it work in China?
Many software tools are blocked in China or require a VPN. KANVID tested Vacation Tracker right away to see if it worked. Not only did it work without a VPN, but it also supported Chinese characters, which made it easier for their international team to use.
It was a perfect fit.
How Vacation Tracker Made Leave Tracking Easy
Once they switched to Vacation Tracker, the difference was immediate.
They had one quick meeting to explain the new system.
“We had one meeting, guided people through Vacation Tracker, and that was it. It took 30 minutes, and no one had questions after.” – Theodore O’Mahony, General Manager, KANVID
Everything just worked.
Instead of employees formatting Excel sheets and double-checking approvals, they now request leave directly in Microsoft Teams. It takes seconds, and managers see and approve requests instantly.
Now, nobody has to chase HR for leave balances. Employees can see their own remaining days, and managers can plan ahead without surprises.
Why Vacation Tracker Was the Perfect Fit for KANVID
Beyond making leave requests faster, Vacation Tracker solved several key challenges that Kanvid faced:
- Works in China Without a VPN – Many software tools aren't accessible in China, but Vacation Tracker worked right away without any additional setup.
- Supports Chinese Characters – KANVID was able to set up leave types in both English and Chinese, making it clear for all employees.
- Integrated with Microsoft Teams – They needed a tool that worked seamlessly with Microsoft Teams, allowing employees to request leave on desktop or mobile.
- No More Confusion About Leave Balances – Before, employees had to ask HR how much leave they had left. Now, they can see their remaining balance on their own, reducing unnecessary back-and-forth.
- More Visibility for Everyone – Before switching to Vacation Tracker, employees would rush to use up their leave days before they expired, often realizing too late that they had days left. Now, they see their annual leave balance in real time and plan ahead, making things smoother for both employees and managers.
The Result: More Efficiency, Less Workload
What was once a slow and frustrating process became fast and effortless.
Vacation Tracker eliminated manual errors, delays, and confusion, freeing up time for HR, managers, and employees. Now, employees submit leave requests instantly, managers approve them right away, and the team has full visibility over leave balances.
KANVID no longer wastes time formatting spreadsheets, waiting for updates, or dealing with outdated processes. Instead, they have a system that works for them, no matter where they are.
If your team is still managing leave in spreadsheets, KANVID’s s story proves that there’s a better way—one that saves time and actually works wherever you are.