The right employee PTO tracker lets employees take time off while helping you keep your organization staffed and productive.

Companies aren’t legally required to offer paid time off (PTO) to workers, but many do. Business leaders want to attract talent and want to take care of their employees. PTO is an effective way to do both.

Keeping track of who wants what days off can be a logistical headache if you’re working with spreadsheets—or worse, paper! Luckily, today’s employee PTO tracker solutions make managing your worker’s time off a breeze.

These tools can integrate with scheduling and other software to make it clear who’s on vacation, who’s at work, and which PTO requests you still need to approve. Employee PTO tracking software lets workers request time off easily and ensure you’re alerted of the request in real-time, so you can plan upcoming schedules.

Even better news: We’ve put together a list of the top employee PTO tracker solutions right now, so you can find the right options for your organization.

If you don’t have the time to read through our research, jump down to our quick comparison table.

Our Top Picks

  1. Best all-in-one feature-rich employee, scheduling, and PTO solution.

    Learn more
  2. Clockify: Good for time and attendance tracking.

  3. BambooHR: Good for employee PTO self-service.

How to Choose an Employee PTO Tracker

Some features can make your PTO tracker solution especially functional. Here’s what you’ll want to look for.

  • Ease of use. An intuitive interface lets workers request time off; managers can also easily approve requests without a lot of back-and-forths. Some of the best employee PTO tracker solutions make it easy for workers to submit a request for multiple or single days off.
  • Flexible PTO requests. Time off and absence requests can vary depending on the request—and may be subject to different compliance rules. Family and Medical Leave (FMLA)—for example—means some employees can be granted up to 12 weeks of job-protected and unpaid leave per year. Look for a solution that lets you track why employees are requesting leave so that you can keep track of PTO, unpaid leave, and other requests.
  • Scheduling help. Look for an employee PTO tracker that automatically helps you detect any overlapping PTO, conflicting schedules, and any other potential issues. This makes sure half your staff aren’t off on the same day, leaving you short-staffed.
  • Integration. Managing PTO is much easier if your tracker can easily integrate with payroll software so you can pay workers for their time off. A platform that integrates with employee communication programs makes it easy to ask follow-up questions about leave requests too.

The 10 Best Employee PTO Tracker Softwares of 2023

  1. Best for: All-in-one feature-rich employee, scheduling, and PTO solution

    Available on

    • Web
    • iOS
    • Android
    Connecteam pto interface

    Connecteam links PTO management to everything else in your business with an intuitive, visual solution. When your employees want to request personal time off, they can do so in minutes—no matter where they are—right from their mobile devices. And when your team wants to create a PTO policy, Connecteam has the resources and PTO policy templates to make it happen.

    All your employees have to do to request time off is access their time clock in the Connecteam app, select “My Requests,” and add an absence request. They can request a day, multiple days, or even part of a day off. Managers get the request immediately, and both employees and managers can see when the request is approved.

    Employees can even attach a note to their PTO request—with more details—and can indicate whether a request is for sick leave, vacation, or another reason. This can help to keep you compliant with relevant laws—for example, the Family and Medical Leave Act or state leave laws.

    What really makes Connecteam shine is how it integrates with everything else in your employee’s day. Your employees don’t need a separate app for PTO. They can access PTO requests from the same app that they can access a whole host of valuable features—such as employee training resources, a system for paid and unpaid breaks, and the employee manual—so they can look up PTO rules, and employee’s rotas and schedules—so they can plan ahead.

    Workers can clock in and out with Connecteam and even use it to chat with each other or with management. Connecteam isn’t just about PTO. It’s about connecting the dots at your business to make sure your shifts are covered and your workers know where they need to be and when.

    Key Features

    • Intuitive enough non-tech-savvy employees to use
    • One screen lets employees see all pending requests
    • PTO requests are shared in real-time, so managers can plan upcoming schedules
    • A pop-up note when employees request PTO reminds them how far in advance they need to submit their request before their time off
    • Integrated chat feature within Connecteam lets employees and managers communicate about PTO and other issues
    • Automatic detection of any PTO or time conflicts

    Pros

    • Designed to work for deskless and office-based employees
    • Allows you to customize your PTO policies
    • Allows you to easily set up PTO rules to be compliant with federal, state, and local laws
    • Works for maternity leave, sick leave, unpaid PTO, paid time off, and other PTO requests

    Cons

    • You need to be connected to the Internet to use the app—no desktop version

    Pricing

    Starts at just $29/month for the first 30 users Free 14-day trial Free plan available

    14-day free trial, no credit card required

    Start your free trial
  2. Good for: Time and attendance tracking

    Available on

    • Web
    • iOS
    • Android
    • Windows
    • Mac
    Clockify time clock Interface

    Clockify is a time scheduling and management app that lets workers clock in and track their time on specific projects. They can set billable time, enter time worked manually, and get paid different rates for different work and clients. At the end of a workweek—or other time period—managers can approve timesheets.

    Managers and admins can schedule holidays and create time off policies—and can even set different policies for different employees. Once an employee is ready to request PTO, they just have to indicate whether they’re requesting vacation or another type of PTO, indicate what dates they want, and submit the request for approval. Managers can then approve or deny the request.

    One drawback of Clockify is that it doesn’t currently have a feature for shift planning or swapping. This may make it more challenging to cover shifts once an employee has requested time off.

    Learn more about Clockify

    Key Features

    • The ability to leave a note on a PTO request to add further information about it
    • Automatic accrual—each employee gets a balance of days they can request at the start of the year
    • Admins can set PTO requests to be automatically approved or can choose to manually approve them
    • Allows for half-day PTO requests as well as full days and multiple days

    Pros

    • Available through desktop, mobile, and other options—including Linux and as a browser extension
    • Mobile, desktop, and other versions are synced

    Cons

    • Time off tracking is an added feature, only available with a Standard, Pro, or Enterprise plan
    • No phone support

    Pricing

    Starts at $3.99/month per user Free trial available: Yes Free plan: Yes

  3. Good for: Employee PTO self service

    Available on

    • Web
    • iOS
    • Android
    • Windows
    • Mac
    bamboohr-user-interface

    BambooHR is an HR software platform that lets managers and teams hire, track, schedule, train, and onboard employees. Its PTO tracking features let workers easily request time off in real time—for both sickness and vacation time. Managers get a notification of the request and can approve it. Team members can have access to a calendar that lets them see who’s away.

    When employees log in to request time off, they can see how much PTO they have remaining, how much sick leave they have available, and who on their team is going to be away. Managers can generate PTO reports, so they can track trends and are also able to see at a glance when team members are off, making scheduling easier.

    Learn more about BambooHR

    Key Features

    • Transparent time-off calendar for teams
    • Time-off calendar lets employees see how much time off they have left
    • Email and push notifications to let workers know when PTO requests have been submitted and approved
    • The option of creating different PTO policies by location, department, or job title

    Pros

    • Call, email, and chat support
    • Intuitive and attractive visual interface

    Cons

    • Not integrated with an employee chat or communication feature
    • Not integrated with a Knowledge Base for documents

    Pricing

    Starts at $6.19/month per user Free trial available: Yes Free plan: No

  4. Good for: Dedicated PTO tracker software

    Available on

    • Web
    • iOS
    • Android
    LeaveBoard- Leave Management Systems

    LeaveBoard is a cloud-based dashboard solution specifically for vacation and PTO management. The goal is to help managers reduce absenteeism and to track and approve time off requests while staying compliant.

    Employees have a self-service portal and central team calendar, so they can plan leave requests. They also have a time off allowance, so they know how much time they can take through the mobile app or the desktop dashboard.

    Managers can build custom time-off policies and even manage multiple PTO policies for workers with different seniority or employees in different roles and departments. They also have access to PTO reports to help them track who has time off coming up and who has placed time off requests. Unlike other employee PTO trackers, LeaveBoard doesn’t have additional features for employee communication, training, onboarding, and other tasks.

    Learn more about LeaveBoard

    Key Features

    • Employee self-service
    • HR reports
    • Integrates with Slack
    • Overtime calculation

    Pros

    • Workers can check time off balances
    • Cloud-based HR web app doesn’t require app download

    Cons

    • Not intended for large companies
    • Support only available through an online form and email

    Pricing

    Starts at $0/month + $1.35 per user—after the first 9 users Free trial available: Yes Free plan: Yes

  5. Good for: Small and medium-sized companies

    Available on

    • iOS
    • Android
    • Web
    A graphic of a laptop running the Factorial PTO tracker software

    Factorial is designed to help companies manage HR, including digital signatures, onboarding, recruitment, expenses, payroll management, time tracking, shift management, and more. Its PTO tracking feature lets employees submit PTO requests easily. Admins can see at a glance what requests have been submitted and which ones are pending. They can approve PTO requests in the dashboard and see how much time is left in PTO for each worker.

    Factorial lets companies set a time off policy and enforce it. You can even set different policies for different departments and allow some unused PTO to be carried over. A calendar view lets admins see who is away and who has upcoming leave. Custom reports let you see who is and isn’t using leave and what absences at your company look like.

    Learn more about Factorial HR

    Key Features

    • Control who can change and edit employee PTO requests
    • Set up different kinds of leave—vacations, birthdays, sick leave, etc.
    • Time off syncs with the Factorial portal, including scheduling
    • See who’s out of the office from the dashboard

    Pros

    • Syncs with Google Calendar
    • Easy to Use

    Cons

    • Custom time-off reports and notifications only available on the Enterprise plan
    • Support by phone is only available 9:00 - 18:00—Europe & LATAM

    Pricing

    Starts at $5.25/month per user Free trial available: Yes Free plan: No

  6. Good for: Companies looking for a stand-alone PTO tracker without a lot of integration

    Available on

    • iOS
    • Android
    A graphic of a laptop showing the DayOff homepage

    Day Off is a dedicated PTO tracker without lots of integration or additional HR features. It’s intended mostly to help managers and teams track and manage time off requests. Admins can create different time off policies for PTO, vacations, unpaid leave, and more.

    They can set some requests to be auto-approved and can allow workers to take half days off too. Employees can see at a glance how many PTO days they have left, so they can plan vacation days.

    Consolidated and calendar views let you and your approved team members see at a glance who is away and who has upcoming days off. Reports let managers track patterns in vacation time, sick leave requests, and absences.

    Learn more about Day Off

    Key Features

    • Announcements can be sent to groups or individuals about PTO
    • PTO reports
    • Sub teams let you create unique time off policies for different job titles within a team
    • Create multiple leave types for different workers and various situations—such as sick leave and vacation time

    Pros

    • Designed to work in 5 different countries and languages
    • Affordable

    Cons

    • Designed mostly for mobile
    • Support is by chat or online form

    Pricing

    Starts at $1/month per user Free trial available: No Free plan: Yes

  7. Good for: Shift workers

    Available on

    • Web
    • iOS
    • Android
    Screenshot of ZoomShift App's Work Scheduler

    ZoomShift is a scheduling and time-tracking app designed specifically for shift workers. Employees can clock in, swap shifts, and more. Managers can review timesheets, generate reports, and export timesheets to payroll.

    Employees can submit their time off requests at any time by filling out a simple digital form. Workers can update their requests, see how much time off they have remaining, and even attach a note to their request to explain why they need PTO.

    Managers can see all pending requests and approve or deny them with just a few clicks of a mouse or a few swipes on a screen. Managers can also set some requests to be auto-approved and can limit PTO during the busiest days. Companies can also indicate the minimum amount of notice workers need to give for vacation or other PTO requests.

    Learn more about ZoomShift

    Key Features

    • Can easily set yearly allowance or accruals for PTO
    • One-click approval or denial of PTO requests
    • Employees can make PTO requests in the ZoomShift app, where they can also see their schedule
    • Works with shift swap, scheduling, and other ZoomShift features

    Pros

    • Integration with communications and scheduling features make it easy to find a replacement for shifts if a worker is taking time off
    • Employees can edit and include a note with their requests

    Cons

    • Can become expensive for larger companies
    • Only available in English

    Pricing

    $100/month for 50 users Free trial available: Yes Free plan: No

  8. Good for: Integrating with 3rd party apps

    Available on

    • Web
    • iOS
    • Android
    quickbooks time gps time clock user interface

    QuickBooks Time integrates with Google Drive and 50 apps in total. Those who already use QuickBooks for payroll will find the app’s interface familiar. Designed for businesses of all sizes, QuickBooks Time can easily handle PTO management for small teams or for large corporations.

    To get started, customize your paid time off and unpaid time off policies. When workers are ready to request time off, they can do so in the web dashboard or mobile app, indicating the hours or days they want away. They can also attach a note to the request, with more details for the manager. Employees can easily see how much PTO they have remaining and how much will be left if their current request is approved.

    Managers can approve or deny requests and set bulk time off for federal holidays or company days off. Managers can also allow employees to indicate when they’re taking time off—no approval process is needed.

    Learn more about QuickBooks Time

    Key Features

    • Employees can request PTO in hours, days, or blocks of days
    • Customizable notifications via text and email alerts
    • You can download a ledger to keep track of PTO offline or access PTO information digitally
    • A calendar view lets you see an entire team’s availability at a glance

    Pros

    • Integrates with the QuickBooks suite of products and other tech
    • Create reports showing employee PTO balances, PTO used, and more

    Cons

    • Only available with QuickBooks Time Premium and QuickBooks Time Elite
    • Does not include employee communications, Knowledge Database, training, and other HR features

    Pricing

    Starts at $20/month + $10 per user Free trial available: Yes Free plan: No

  9. Good for: Businesses whose leave policies include business travel

    Available on

    • Web
    • iOS
    • Android
    A graphic of a laptop showing the ClockIt interface

    ClockIt is a cloud-based scheduling and payroll solution with PTO tracking. A self-serve portal lets employees request paid and unpaid time off and check the balances of the amount of PTO they have left. A shared leave calendar lets you and team members see who is away and who is at work, even across multiple business locations. PTO accruals and balances are calculated automatically, so you reduce the risk of human error.

    You can create different leave policies for different situations, such as maternity leave and paternity leave, vacation time, and more. There is no limit to the number of policies you can create. ClockIt even has features for business travel requests, so team members can get travel approval and your team can keep track of business travel and related expenses.

    Learn more about Clock It

    Key Features

    • Email notifications to let workers know when requests are submitted and approved or denied
    • Time tracking lets you track PTO across multiple job sites
    • Custom accrual rules are possible
    • Workers can ask for PTO by days or even hours

    Pros

    • Supports weekly, biweekly, monthly, quarterly, and annual accrual periods
    • Tenured leave balances can help companies give more PTO to workers with higher seniority

    Cons

    • It takes some time to set up different types of leave and to set up the PTO system, then add employees
    • Pay per team, so small teams can end up paying more

    Pricing

    Starts at $29/month Free trial available: Yes Free plan: No

  10. Good for: Teams who like transparency

    Available on

    • Web
    • iOS
    • Android
    Buddy punch gps time clock user interface

    Buddy Punch is a time tracker and scheduler with a PTO tracker. Workers can enter time off right in their time cards. They can send requests to managers for PTO approval, but managers can also allow some types of PTO to be automatic.

    For example, workers can be allowed to just indicate when they are too sick to work. No approval is needed.

    One of the unique optional features at Buddy Punch is that admins can allow the entire company to see all PTO and PTO requests. This empowers employees and offers more transparency. A worker can see when others are taking time off and when they have requested vacation days—for example—so they can choose when to take their own leave accordingly.

    Learn more about Buddy Punch

    Key Features

    • Customizable accrual
    • The PTO feature can be completely disabled for companies that don’t offer paid time off
    • Managers can enter days off for employees manually too
    • Sync PTO requests from different locations or teams

    Pros

    • Simple interface
    • Customizable so managers can have more control over PTO or let workers sort it out

    Cons

    • Few employee communication options to help workers make sure shifts are covered
    • Transparency includes all workers or just limited to managers—there is no middle ground

    Pricing

    Starts at $2.99/month per user Free trial available: Yes Free plan: No

Compare the Best Employee PTO Tracker Softwares

Topic
Reviews
4.8
4.7
4.6
4.4
4.5
5
4.5
4.7
4.4
4.8
Pricing
Starts at just $29/month for the first 30 users
Starts at $3.99/month per user
Starts at $6.19/month per user
Starts at $0/month + $1.35 per user—after the first 9 users
Starts at $5.25/month per user
Starts at $1/month per user
$100/month for 50 users
Starts at $20/month + $10 per user
Starts at $29/month
Starts at $2.99/month per user
Free Trial
yes
14 days
yes
yes
yes
yes
no
no
yes
yes
yes
Free Plan
yes
Up to 10 users
yes
no
yes
no
yes
no
no
no
no

What is an employee PTO tracker?

An employee paid time off (PTO) tracker is a piece of software or an application that allows you to manage, schedule, and track time off for your workforce. It also typically allows employees to submit a request for time off, and for managers or admin to approve or deny it.

Whether you offer paid time off as an employee benefit or not at your organization, an employee PTO tracker can be a very useful tool for managing staffing levels and time off requests.

How does an employee PTO tracker work?

Employees can request time off and can get it approved. In some cases, you may be able to manually input days off. A tracker can let you see who has taken time off and who hasn’t. Employees are also likely to be able to see how many vacation days, sick days, and other days of time off—paid or unpaid—they have left. 

PTO trackers keep everyone on the same page. They may also include calculators or automatic accrual updates, which means that employees can automatically see how many days left they still have to take off—and no one has to do the math.

The Benefits of an Employee PTO Tracker

Before today’s digital and online PTO trackers, managers and employers had to track paid time off manually. Employees could submit requests verbally, by email, or in writing. These requests then had to be approved and entered into timesheets.

Employee PTO trackers do away with all that. They give you and your workers one place to communicate about paternity leave, vacations, sick days, and other leave. Workers can often use their mobile devices to request time off.

Managers get requests in real time and can see on one screen or dashboard which requests are approved and which ones are pending. They can approve requests in minutes, and employees can be notified of this so they can start planning. Employee PTO trackers also automatically let managers set company and paid holidays, to make sure everyone knows when these dates are.

The US does not require paid leave for employees. Regardless of whether you have a paid leave policy or not, there are still instances when employees may need time away from work. As an example, the Family and Medical Leave Act (FMLA) gives some workers the right to unpaid family leave. In these cases, a PTO tracker can also help you track absence requests, absences, sick leave, and other types of unpaid leave too.

How much does an employee PTO tracker cost?

PTO tracker costs vary widely. There are some programs that offer limited features for a small team at no cost. Others may require you to buy a more expensive payroll or HR platform and include PTO tracking as a feature of that system. In these cases, you will often pay a set amount per month, with an additional cost for every user at your company.

Connecteam wants to help businesses manage costs and PTO.

That’s why our pricing is free for up to 10 users, with all features included. Instead of a bare-bones system, you get access to scheduling, a knowledge base, customizable training and onboarding for your employees, secure employee communications, full PTO management, and more. For larger companies, Connecteam starts at $29 a month for the first 30 users.

FAQs

Can I create my own PTO tracker in spreadsheets?

Yes, it is possible. However, it increases the risk of mistakes and complications. Tracking PTO can get especially complicated if you offer unlimited PTO. This is one reason why many companies prefer employee PTO trackers—because they centralize the process and reduce the risk of errors.

How do I track PTO days?

The easiest method is with a PTO tracker. For employees, trackers let them see everything they need to understand and use their PTO entitlement. For managers, trackers let them see all PTO requests, as well as calendars that show exactly who is off and when. 

Can PTO days be spread out?

Yes, you can spread out PTO entitlement by using leave accrual—where workers earn PTO days over a set period. You can also stipulate how and when employees can use their PTO—such as requiring that it’s used up within a set period or allowing employees to “roll over” vacation days

The Bottom Line On Employee PTO Trackers

Employee PTO tracking software helps companies track the complexities of time off—whether it’s a last-minute sick day or a paternity leave planned months in advance. The best employee PTO tracker solutions save managers time and frustration by compiling all requests, automating notifications and calculations, and giving managers an overview of when time off is happening for everyone.

Whether you offer paid time off or not, employees will likely need to be away from work at some point. When this happens, Connecteam can help with a PTO tracker that works with your company’s PTO program and keeps communication open about who is away and when. Connecteam integrates with many powerful features—including a knowledge base, training, and employee communication—so you’re not just keeping track of time off, you’re keeping track of your business and your workforce.