Tracking paid time off (PTO) is a major challenge for many companies. Manual methods like spreadsheets lead to confusion, errors, and inefficiency when managing employee vacation and leave requests. That‘s why automating the process through dedicated PTO tracking software has become so valuable.
The right system empowers both managers and staff with tools to simplify time-off planning, balance monitoring, approvals and more. But with dozens of options now available, how do you determine what best fits your needs?
This comprehensive guide examines the 12 most capable PTO tracking software solutions. We’ll cover must-have features, real customer examples, pricing and top specialty capabilities so you can select your new time-off management hero. Let‘s dive in!
Key Features that Set PTO Tracking Software Apart
When assessing your options, start by determining the must-have capabilities that will solve your biggest paid time off headaches. Here are the most crucial:
Custom PTO Rules and Accrual Policies
The system allows unlimited configurations for earning and using vacation/sick days off based on company policy. Settings for accrual rates, caps, carrying over unused days and more are flexible.
Automated Notifications and Approvals
As soon as an employee requests off, alerts go to their manager while CCs notify payroll, HR and other staff. Approval workflows are customized and instant.
Calendar Views and Availability Tracking
See exactly who’s in and out of the office on any date via shared calendars. Filter by employee or leave type for forecasting.
Simple Time-Off Requests
Employees can submit PTO requests from any device via the portal/app. Custom form fields enable adding docs, comments and details for the manager.
Centralized Reporting and Analytics
Manager dashboards showcase real-time PTO totals and usage – across an individual staff or whole organization. Identify trends to guide policy.
Now that you know the key pillars of PTO tracking software, let’s explore the top systems available in 2022.
1. Jibble
Trusted by leading enterprises like Tesla and Spotify, Jibble is an intuitive platform specializing in streamlined time-off and leave management.
Key Features
- Facial recognition clock-in using webcams for verified attendance
- Auto-convert sick days accrued into paid vacation time
- Geofenced latitude/longitude restrictions on clock-ins
- Downloadable timesheets into payroll systems
Ideal For
Larger companies seeking advanced features like automated facial recognition for clocking in and out of work shifts. Location restrictions also reduce time theft.
Pricing
Starts at $8 per user/month billed annually. 7-day free trial.
2. Gusto
Gusto is an all-in-one payroll, benefits and HR platform with stellar built-in PTO management.
Key Features
- Employees can request off and view balances immediately
- Managers get notifications, alerts on approvals
- Seamless syncing with ongoing payroll cycles
- Unlimited custom leave policies possible
Ideal For
SMBs seeking an integrated single solution for payroll, HR management and streamlining PTO requests/tracking.
Pricing
HR platform starts at $6 per person/month. Includes unlimited PTO tracking.
3. BambooHR
BambooHR earns rave reviews for their intuitive, easy-to-implement PTO tracking designed for small to mid-sized professional services and tech companies.
Key Features
- Simple dashboard summaries of all time-off requests
- Managers can approve or deny requests instantly
- Accrual balances, hours and carries roll over automatically
- Reporting tracks year-over-year PTO usage for trends
- Customized approval workflows match company structure
Ideal For
SMBs in professional services/tech verticals up to ~1,000 employees globally.
Pricing
Starts at $4.95 per employee/month for full-featured PTO tracking platform and HRIS. 7-day free trial.
4. Clockify
Clockify stands out as a 100% free PTO tracking solution with unlimited users and all basics covered.
Key Features
- Unlimited free users and accounts
- Central calendar displays all time off and schedules
- Balance summaries and leave request history
- Create multiple leave policies like vacation, sick time, etc.
- Notification alerts to managers on requests
Ideal For
Startups and smaller companies that need free PTO tracking basics for basic functionality.
Pricing
Free forever version has full PTO tracking features. Premium upgrade available.
5. QuickBooks Time Tracking
Known for accounting software, QuickBooks Time Tracking option also allows monitoring employee schedules, PTO requests and attendance.
Key Features
- Employees can request off days and view statuses
- Managers approve requests and input notes
- Syncs with overall Quickbooks payroll and reporting
- Tracks billable project time alongside PTO
- Geofence restrictions for clocking in based on location
Ideal For
Larger enterprises using Quickbooks software suite already that want integrated time keeping and PTO tracking.
Pricing
Starts at $20 per user/month billed annually including full QuickBooks access and premium PTO tools.
6. Hourly
Hourly focuses squarely on fast, efficient employee time tracking with bonus PTO management options included.
Key Features
- Employees can clock in/out using a mobile app
- Web dashboards display schedules, project time and PTO totals
- Managers approve or deny PTO requests
- Integrations with popular calendars like Google and Office 365
- Overtime calculation based on hours worked
Ideal For
Larger retail, healthcare and service companies that require advanced scheduling coordination with PTO.
Pricing
Plans start at $8 per user/month billed annually including complete PTO tracking.
7. Vacation Tracker
As the name suggests, Vacation Tracker focuses purely on streamlining PTO requests, approvals, alerts and accrual policy management.
Key Features
- 100% customizable approval workflows to match org charts
- Auto-calculates accruals and rollover hours every month
- Managers receive PTO requests via email, Slack integrations
- Reporting on past and upcoming time off details
Ideal For
SMBs up to 500 employees seeking a cost-effective, straightforward PTO tracker.
Pricing
Plans start at just $3 per active user/month including everything. Generous free plan allows unlimited users with just basic features.
8. Zenefits
Zenefits delivers a powerhouse, consolidated HR platform covering payroll, benefits, compliance and onboarding. Their PTO automation shines by connecting all modules into one.
Key Features
- Custom leave types, accrual rates and renewal rules
- Employees and managers access via desktop and mobile
- Time-off dashboard centralizes requests, approvals, remaining totals
- Seamless syncing with onboarding, payroll and benefits platforms
Ideal For
Larger enterprises up to thousands of employees in any industry seeking an integrated HRIS system.
Pricing
Full Zenefits HR platform pricing starts at $8 per employee/month including PTO tools.
9. LeaveBot
LeaveBot gets high-fives for simplicity with email and calendar integrations. Employees, managers and HR staff connect PTO using systems they already master daily.
Key Features
- Employees submit time off requests via email
- Managers then approve or deny through email
- Syncs to company calendars like Office 365 / Google
- Configurable notifications before, after and during requests
- Dashboards display balances, usage and trends
Ideal For
SMBs up to ~100 employees needing straightforward software that piggybacks on 365 and Gmail.
Pricing
Plans start at $3 per active user/month billed annually. 30 days free.
10. Deputy
Deputy takes an all-encompassing approach covering schedules, timesheets, tasks and PTO tracking in one web and mobile platform.
Key Features
- Automates schedule creation using sales data, budgets
- Tracks employee hours worked alongside vacation
- Location-based clock-in rules with GPS tracking
- Managers instantly approve or deny submitted PTO requests
- Real-time visibility into current schedules and PTO
Ideal For
Larger retail, food, hospitality and healthcare companies with complex scheduling needs.
Pricing
Plans are custom quoted starting at $2 per user/month billed annually.
11. Time Off Manager
As a modular piece of larger HR platform, Time Off Manager allows picking and choosing the capabilities you want beyond just streamlined PTO tracking.
Key Features
- Tailor unlimited time off types (sick, vacation) with unique rules
- Managers receive email alerts on all new employee requests
- Reporting on accruals, usage and patterns companywide
- Optional modules for asset management, discipline tracking and more
Ideal For
Mid-size businesses that want robust, nimble HR software suites with consolidated PTO tools included.
Pricing
Scalable pricing allows selecting only the modules you need. Full solutions from $5 per employee/month.
12. PTOHub
PTOHub nails the core components of vacation and leave tracking in a laser-focused, cost-effective package.
Key Features
- Unlimited PTO policies configurable for the organization’s needs
- Managers receive notifications immediately when employees file time-off requests
- Calendar integrations with Google, iCal and Outlook
- Track remaining vacation allowance, taken, scheduled and more
Ideal For
Growing SMBs that want simple yet robust PTO tracking basics without complex upgrades later.
Pricing
Flat monthly fee regardless of user count. Start at $89 month-to-month or cheaper annually.
Key Takeaways on Selecting your PTO Solution
When navigating the range of options now available, keep these tips in mind as you evaluate making a selection:
Integrations Matter
Seek systems allowing smooth data syncing to eliminate duplicate entries between HR information systems, payroll tools, etc.
Align Features to Your Business Size
Extra capabilities like facial recognition time clocks and geofencing are overkill for most SMBs. Match robustness to your needs.
Get Buy-In From Leadership and Staff
Your system will only be effective if actually used consistently by both managers approving requests and employees planning time off.
Monitor Early Adoption and Feedback
Pilot the software with a small team first and ask for input on the experience before rolling out companywide. Refine configurations that don’t suit staff needs quickly.
Plan Ongoing Training and Support
Create internal experts and resources that new managers/employees can access if they have questions leveraging your new system.
Maintain Accurate Policy Settings
Choose a platform that allows easily adjusting accruals, caps on rollovers into new years and enforcement of complex earning rules.
Customize for Your Company Culture
Take advantage of customizable approval rules, notifications and self-service to enable the PTO behaviors unique to your workplace environment.
With one of these capable platforms as your foundation, managing paid time off can transform from a painful scramble to a streamlined, strategic component of strong company culture. Empower employees and managers will efficient tools while gaining insights into staff vacation habits and needs – ultimately retaining talent more effectively.
