From Spreadsheets to Smarter Planning with Vacation Tracker

The Challenge

When Alen Ramic joined Weapp as a Product Owner, he quickly saw that their leave management process was outdated. In the early days, when the team was small, everyone tracked their own leave in Excel. There was no formal approval process—employees simply took time off when they needed to. This worked when there were only a few people, but as the company grew, the lack of structure became a serious problem.

The main issues included:

• No Visibility: Without a centralized system, it was unclear who was on leave, leading to scheduling conflicts and miscommunication.
• No Approval Process
• Unsuccessful Alternatives: Before Alen arrived, Weapp.se had tried two other leave management systems. Both were slow, lacked an easy overview, and didn’t support regional holiday variations—features essential for their team.

Why Vacation Tracker?

After struggling with inefficient solutions, Weapp discovered Vacation Tracker through the Slack App Store. Right away, they saw that it fit seamlessly into their workflow and was highly customizable.

One of the key features that stood out was the ability to add and rename custom holidays. For them, having a system that could adapt to various regional holidays was critical. Vacation Tracker made it easy to keep everyone informed and eliminate confusion.

Another major benefit was custom leave policies per location. This allowed them to tailor leave rules based on regional regulations and company-specific needs. The ability to offer half-day leave was also a game changer—perfect for employees who needed time off for childcare or personal responsibilities.

Onboarding was quick and painless. As Alen put it, “The threshold for users to get onboarded was really low, so there were no issues.” Employees adapted right away, and the transition from spreadsheets to an automated system was effortless.

The Impact: Smarter Planning and Scheduling

The biggest transformation for Weapp was in how they planned and scheduled work. With Vacation Tracker, they finally had a clear and accurate overview of employee availability. The Wallchart feature became a key tool for resource planning, helping managers avoid scheduling conflicts.

Automation eliminated their dependence on Excel spreadsheets, reducing human errors and making leave tracking far more efficient. Instead of manually updating documents, leave data is now updated in real time, making everything more accurate and reliable.

Employees still had the flexibility to take leave when needed, but now managers had a structured approval process to maintain proper staffing. With everything automated, nobody has to deal with Excel anymore, and planning is now easier and more reliable.

Conclusion

Switching to Vacation Tracker completely transformed how Weapp manages leave. What used to be a disorganized, manual process is now automated and hassle-free. By improving planning and scheduling, they’ve freed up valuable time and resources, allowing them to focus on what they do best—helping their clients build innovative and successful products.