Schengen 90/180 monitoring for employee travel
90 days in the Schengen Area is not an annual allowance. It is a rolling window that moves every day.
ComplyEur keeps one current, employee-level view of how many of the 90 permitted days are actually left, and shows exactly how a proposed trip changes it before anybody books.
Check a proposed itinerary with the free calculator. No sign-up is required.
Current team overview
| Employee | Status | Days Used | Remaining |
|---|---|---|---|
| Ken Adams | At Risk | 72 / 90 | 18 days |
| James Davies | Compliant | 45 / 90 | 45 days |
| Emma Thompson | At Risk | 62 / 90 | 28 days |
| Michael Park | Compliant | 28 / 90 | 62 days |
| Lisa Martinez | High Risk | 88 / 90 | 2 days |
What it costs when the number is wrong
Do you know which of your employees is closest to their Schengen limit, and exactly how many days they have left? Until that answer is immediate, this is what the business is carrying.
- Refused at the border
- An employee who exceeds the allowance may be refused entry, fined, or subject to an entry ban. The resulting disruption can affect meetings, project work, and future travel.
- Border records are digital
- EES records external-border crossings for short-stay travellers within its scope using travel-document and biometric data. ComplyEur does not connect to EES, so complete internal trip records still matter.
- It lands on the employer
- Replacement personnel. Lost specialist capacity. Delayed projects. Cancelled travel. Customer commitments you can no longer meet. The breach may be theirs — the operational and financial impact is yours.
A shared spreadsheet can work, but it will not protect the team from missing trips, stale copies, or inconsistent dates unless those controls are designed and maintained.
Why spreadsheet monitoring of the 90/180 rule breaks down
Spreadsheets can model the rule. The operational difficulty is keeping the formula, trip history, personal travel declarations, and shared version accurate as plans change.
The allowance resets every January
Days expire one at a time, 180 days after each one. The window slides forward daily.
If they are under 90 today, they are fine
A planned future trip can cross the limit even when the employee is compliant today.
A running total in a spreadsheet covers it
A maintained rolling formula can work, but stale versions, missing trips, and inconsistent dates can undermine the answer.
Shared employee recordA basic running total does not recalculate the rolling window for each date
Recalculated against the rolling 180 days from any date, including dates in the future
You find out it was wrong when somebody is refused at the border
You see amber and red before the trip is approved
Every change of plan means rebuilding the maths by hand
Move the dates and every affected later trip updates with them
Four people hold four versions and nobody knows which is current
One record, and every reviewer is looking at it
See how a proposed trip changes the 90/180 positionand how you can prevent an overstay with instant answers
Add, move or reassign a trip and ComplyEur recalculates the whole rolling position immediately — including the trips you had already approved. You can see which change fixes it before anybody books.
Change one trip, and see the consequence immediately
The same France trip before an edit, after it, and after the earlier Italy trip moves to a colleague.
The whole team on one shared calendar
Every employee's travel in one working view, so whoever approves the next trip can see what is already booked around it.
Swipe sideways to view later dates
Alternative-date planning view
Every employee's Schengen position in one record
Open one employee record to see the figures and context that matter for the next decision. No hunting for the latest file. No separate calculation sitting away from the trip history.
- Remaining days and current warning status
- Recorded trips behind the calculation
- Proposed travel reviewed in the same place
Emma Thompson
Commercial operations · United Kingdom
Free tools and practical guidance
Check the calculation, understand the rule, and compare the available approaches.
Schengen compliance questions, answered
Straight answers about where ComplyEur fits—and where professional advice still matters.
We already do this in a spreadsheet. Why is that not enough?
A well-maintained spreadsheet can model the rolling calculation. The practical risk comes from stale formulas, inconsistent date formats, missing personal travel, and several people working from different versions. ComplyEur keeps the calculation and the shared trip record together.
Does the passport not get stamped? Will border staff not catch it?
For short-stay travellers within its scope, the EU Entry/Exit System records crossings at external borders using travel-document and biometric data. ComplyEur does not connect to EES, so employers still need a complete internal record when planning travel.
What actually happens if we get it wrong?
Depending on the facts and the member state, the employee may be refused entry, fined, or issued an entry ban. For the business, that can mean a cancelled trip, a stalled project, and questions about who approved the travel.
What does ComplyEur help employers manage?
ComplyEur helps UK and US employers keep a current employee-level view of Schengen 90/180-day travel, including trip history, days remaining, and warning status before another trip is approved.
Who is ComplyEur designed for?
It is designed for HR, operations, mobility, finance, and travel teams responsible for recurring employee business travel into the Schengen Area.
Can we start with the spreadsheet data we already have?
Yes. Existing travel history can be imported so teams can move into a shared process without rebuilding every employee record from the beginning.
Does ComplyEur replace legal or immigration advice?
No. ComplyEur supports internal monitoring and approval decisions; it does not replace legal or immigration advice for an employee’s specific circumstances.
Start monitoring Schengen compliance for your team
Private betaThe private beta is intended for teams that approve recurring employee travel into the Schengen Area and need one shared view of the underlying trip history.
We are inviting a small number of UK and US employers to test ComplyEur with recurring travel workflows.
- Best suited to HR, operations, mobility, finance, and travel teams
- No commitment—we will first check whether the beta is a useful fit
Applications are reviewed for fit before access is offered.
Request beta access
Use your work email. We'll review the request and contact you if the private beta looks like a useful fit.