Question 1

Is Vacation Flow really free forever?

Accepted Answer

Yes. The Startup plan is free for teams up to 20 users — no credit card at signup, no trial clock, and the full product, not a stripped-down demo. We make money when teams grow past 20 and upgrade to Corporate.

Question 2

What happens when my team hits 21 users?

Accepted Answer

You get an in-app prompt to upgrade. Existing data stays put — the 21st user just can’t be added until Corporate is active. Contact info@vacationflow.app for current Corporate pricing.

Question 3

Do you offer discounts for non-profits or startups?

Accepted Answer

Get in touch and we’ll work something out — email info@vacationflow.app with a bit about your team and we’ll see what we can do.

Question 4

Can I cancel anytime?

Accepted Answer

Monthly plans cancel from settings; access continues until the end of the paid period. Annual plans refund pro-rata if cancelled within the first 30 days. No cancellation fees and no contracts.

Question 5

How does billing work?

Accepted Answer

Charges land at the start of each billing period — monthly or annually. Stripe handles payments. Invoices, payment-method changes, and plan switches are all in account settings.

Question 6

Can Vacation Flow track more than just vacation?

Accepted Answer

Yes. The full list: vacation, sick leave, remote-work days, flex time, bereavement, jury duty, parental leave, plus any custom leave type your team needs.

Question 7

Does Vacation Flow handle public holidays automatically?

Accepted Answer

Yes — public holidays for 100+ countries are pre-loaded. When a team member’s location is set, their local public holidays appear on the calendar automatically. Coverage includes regional and state-level variations where they apply.

Question 8

Can I set different leave policies for different employees?

Accepted Answer

Yes, on Corporate. Custom policies by employment type, location, seniority, or department. Probation periods, blackout dates, seniority-based entitlement bumps, and multi-step approval chains are all supported.

Question 9

Does it work on mobile?

Accepted Answer

Yes — the web app is fully responsive and works in any phone browser. Native iOS and Android apps are on the roadmap but don’t have a confirmed launch date yet.

Question 10

Can employees see each other’s time off?

Accepted Answer

Yes by default. The team calendar shows everyone’s approved time off so people can plan around each other. Reasons for leave are visible only to managers. Visibility per team or location can be tightened on Corporate.

Question 11

Can I sync with Google Calendar?

Accepted Answer

Yes. Google Calendar sync is available on every plan, the free tier included. Once you connect your Google Calendar, approved time off lands there as events automatically. Google Calendar is the only external calendar Vacation Flow syncs with today.

Question 12

Where is my data stored?

Accepted Answer

Your data is hosted on AWS, with EU (Ireland) and US (Virginia) regions available; custom-region options are available for enterprise. All data is encrypted at rest with AES-256.

Question 13

Do you support social authentication?

Accepted Answer

Yes. You can sign in with Google, and email-and-password sign-in is available too.

Question 14

Can I delete my account and all data?

Accepted Answer

Yes. Account deletion is in settings and permanently removes your data within 30 days. A full CSV export is available before deletion.

Question 15

How long does setup take?

Accepted Answer

Under two minutes for a small team. Sign up and invite your team by CSV — done. Custom leave policies and advanced configuration are entirely optional; the defaults work without configuration on day one.

Question 16

Do I need to train my team?

Accepted Answer

No. The product is designed not to require it. Employees request PTO via a short form in the web app. If something does get stuck, the help centre covers the common cases.

Question 17

Can I migrate from a spreadsheet?

Accepted Answer

Yes — upload your spreadsheet as a CSV. Names, emails, remaining balances, and PTO history all parse into Vacation Flow. We’ll help with the format if your spreadsheet is unusual.

Question 18

What if I'm not sure Vacation Flow is right for us?

Accepted Answer

Try it free. Setup is two minutes, no credit card. Run it alongside your current tool for 30 days if you’d rather not switch cold-turkey. The free tier stays functional forever for teams under 20.

Question 19

How do I get help if I’m stuck?

Accepted Answer

Three options: live chat in-app during business hours, email at info@vacationflow.app with a typical reply within a few hours during business hours, and the help centre at vacationflow.app/help which covers most common questions. Corporate customers get priority support with faster response times.

Everything procurement
asks before signing.

Pricing & plans

Features

Security & compliance

Getting started

Everything procurementasks before signing.

Pricing & plans

Features

Security & compliance

Getting started

Everything procurement
asks before signing.