10 Best PTO Tracking Software to Manage Time Off Requests

Efficiently managing employees’ time off ensures a healthy work-life balance and optimal productivity. 

Since traditional methods like spreadsheets or manual time off tracking are susceptible to human errors, PTO tracking software has emerged as an ideal solution.

PTO tracking software helps monitor and manage employee paid time off efficiently. It simplifies vacation requests, tracks accruals, and improves workforce time management.

Choosing the right software can be overwhelming. So, we have broken down the key features, pros and cons, pricing, and product ratings to make your decision easy.

What Should You Look for in PTO Tracking Software?

When choosing PTO management software, your priority should be enabling your team to have a seamless experience.

Here are the five essentials to look for in PTO tracking software:

• Scalability: Opt for a solution that accommodates an expanding workforce and evolving organizational needs
• Robust reporting features: Evaluate reporting metrics crucial for decision-making, resource allocation, and workforce planning. The software should provide valuable insights into employee attendance patterns, usage of PTO, and overall time-off trends
• Pricing: Compare features and packages before signing up. The software should align with your budget and leave management needs
• Adaptability: Understand if the employee vacation tracking software is adaptable for on-the-go management and employee accessibility. The software should help you handle urgent leave requests and address staffing needs on short notice
• Security measures: Prioritize data protection and defense against cyber threats to safeguard sensitive employee information. The software should give only authorized personnel access to such information

User reviews on platforms like G2 and Capterra offer valuable insights into real-world experiences. Go through these reviews for a holistic overview of every option.

The 10 Best PTO Tracking Software to Use in 2024

Whether you are looking for free PTO tracking software or a comprehensive solution to match your workforce needs, finding the right fit is crucial.

Explore our curated list to choose the one that aligns with your specific needs to manage time off effectively.

1. ClickUp

ClickUp offers a comprehensive solution to simplify PTO tracking. Besides its notable project management features, ClickUp is an all-encompassing HR software.

The result is streamlined processes and enhanced productivity.

The software has notification and alert features, informing you about pending requests, approvals, and other critical events. This ensures a proactive approach to managing PTO efficiently.

ClickUp provides an intuitive design and navigation. It allows you to effortlessly submit, review, and approve time off requests.

The system’s accessibility ensures team members find it easy to use the software.

Human resources capabilities with versatile solutions

Human Resources (HR) platform efficiently handles various HR functions and day-to-day tasks, consolidating essential operations under one platform.

It helps track employee performance and engagement, streamline your recruitment pipeline, and create onboarding solutions. This versatility positions ClickUp as a PTO tracker software and a holistic HR solution.

PTO calendar template for efficient scheduling

ClickUp PTO Calendar Template helps teams and individuals plan their work well. It shows a detailed view of team members’ time-off days, making it easy for managers and team members to plan and schedule work around those periods.

HR managers benefit from an organized overview of pending requests, making the approval process easy.

PTO time off requests template

The ClickUp Time Off Request Template reduces your administrative burden by enabling your workforce to be self-sufficient in their leave application and tracking.

Managers use this template to review and approve or reject requests like sick leave, casual leave and personal time off. It helps maintain a centralized record of employee time off requests for better HR and resource management.

ClickUp best features

• Streamline PTO requests using an intuitive interface and quick approval workflow
• Automate accruals to eliminate manual calculations, ensuring accurate and fair allocation of paid time off, saving time, and preventing errors
• Tailor PTO policies to your organization’s unique needs, promoting flexibility and adherence to specific time off guidelines
• Provide instant access to PTO balances and schedules, enhancing transparency for teams and managers
• Keep everyone informed with automated reminders, reducing the risk of missed deadlines 
• Use custom templates to sync calendars and time off requests quickly

ClickUp limitations

• Some new adopters note a steep learning curve

ClickUp pricing

• Free Forever: Ideal for small teams or those exploring ClickUp’s capabilities
• Unlimited: $7/month per user
• Business: $12/month per user
• Enterprise: Custom pricing for large organizations
• ClickUp AI: Can be added to any paid Workspace for $5 per member

ClickUp ratings and reviews

• G2: 4.7/5 (9,201+ reviews)
• Capterra: 4.7/5 (3,948+ reviews)

2. CakeHR/SageHR

CakeHR is a time-off management software with automated approval workflows. It lets HR administrators configure the system to route leave requests automatically to the appropriate supervisors or managers based on predefined criteria.

CakeHR is noted for its intuitive design, streamlining PTO tracking, and ensuring accessibility for employees and HR professionals. 

The clean dashboard provides an overview of leave balances, upcoming holidays, and pending requests to help streamline the leave management process.

CakeHR best features

• Manage leaves through a self-service portal
• Plan workforce scheduling and timesheets for effective coordination
• Navigate seamlessly with a user-friendly interface
• Integrate with popular platforms such as Slack, Google Calendar, and Microsoft Teams

CakeHR limitations

• Narrow feature set, which limits its appeal to large enterprises
• You need to export data to other analytics tools for in-depth analysis and complex reporting requirements

CakeHR pricing

• Free trial: 14 days 
• Starting price: $5.5/employee per month
• Prices go up with more employees and modules

CakeHR ratings and reviews

• G2: 4.3/5 (71+ reviews)
• Capterra: 4.5/5 (343+ reviews)

3. Kissflow

Kissflow offers a versatile solution to simplify and enhance on-site, remote, and hybrid workforce management. 

It’s known for its proactive approach with an automated leave management system. It streamlines the leave request and approval process, reducing administrative overhead and fostering a transparent workflow.

Kissflow best features

• Capture, monitor, and manage leave requests with an instant overview
• Automate approval workflows to empower employees with self-sufficiency in managing their leave requests and reduce administrative burden
• Customize leave policies to suit your specific organizational requirements

Kissflow limitations

• Difficulty in integrating with existing platforms
• Limited mobile app and reporting features

Kissflow pricing

• Basic: $1,500/month (limited features)
• Enterprise: Custom pricing (full features) 

Kissflow ratings and reviews

• G2: 4.3/5 (532+ reviews)
• Capterra: 4.0/5 (40+ reviews)

4. BambooHR

BambooHR’s PTO tracking software is a comprehensive tool for managing paid time off and vacations. Its innovative accrual calculations ensure precise time off tracking.

Managers receive notification alerts when a leave request is submitted. This helps them approve or deny requests promptly. This swift approval process enhances communication and prevents delays.

BambooHR best features

• Enable leave request submissions through the self-service portal
• Calculate time off and view daily absences using multiple personal and public calendars
• Stay informed about available leave days with real-time visibility into PTO balances for employees and managers

BambooHR limitations

• Confusing user permission structure
• Limited reporting metrics

BambooHR pricing

• Essentials: Starting at $5.25/month
• Advantage: Starting at $8.75/month

BambooHR ratings and reviews

• G2: 4.5/5 (1689+ reviews)
• Capterra: 4.6/5 (2666+ reviews)

5. Clockify

Clockify’s employee vacation tracking software is a straightforward tool for automated leave management. 

It is known for its integration with project time tracking, which allows you to track time and gain a holistic view of employee productivity. Clockify lets project leads effortlessly track work hours and paid time off within the same interface.

The platform has an intuitive interface for paid time off applications. It allows managers to review and approve these requests effortlessly, streamlining the entire PTO management process.

The software offers real-time visibility into employees’ PTO balances, accruals, and usage trends. This assists in workforce planning and ensures accurate financial forecasting.

Clockify best features

• Detect idle time to record periods away from the workstation
• Access data across devices with cross-platform time detection
• Automate accruals and balances for seamless tracking
• Generate real-time reporting and analytics for instant insights

Clockify limitations

• Limited time tracking automation features
• Requires additional configurations to integrate Clockify with your tech stack

Clockify pricing

• Free: Has features like time tracking and timesheet
• Basic: $3.99/user/month billed annually or $4.99 if billed monthly
• Standard: $5.49/user/month billed annually or $6.99 if billed monthly
• Pro: $7.99/user/month billed annually or $9.99 if billed monthly
• Enterprise: $11.99/user/ month billed annually or $14.99 if billed monthly

Clockify ratings and reviews

• G2: 4.5/5 (158+ reviews)
• Capterra: 4.7/5 (4727+ reviews)

6. Buddy Punch

Buddy Punch offers a cloud-based PTO tracking software. It is an ideal solution for organizations seeking user-friendly and feature-rich time management. 

Its intuitive mobile app allows employees to request and manage leave applications. 

Buddy Punch has an additional layer to view the overall PTO calendar in real-time to see how complete or available the timesheets are, which makes the tool more useful.

Buddy Punch best features

• Generate varied and useful reports for comprehensive insights
• Integrate with your existing platforms for enhanced compatibility
• Clock-in through multiple options via browsers and apps for flexibility
• Track employee visibility with GPS for improved monitoring

Buddy Punch limitations

• Difficulty in accessing records
• Inconsistent and inaccurate time entries
• Glitches in mobile app functionality

Buddy Punch pricing

• Free trial available on all plans
• Standard: $3.99/user/month billed annually or $4.99 if billed monthly + $19 base fee/ month
• Pro: $4.99/user/month billed annually or $5.99 if billed monthly + $19 base fee/ month
• Premium: $6.99/user/month billed annually or $7.99 if billed monthly + $19 base fee/ month
• Enterprise: Custom pricing for large organizations

Buddy Punch ratings and reviews

• G2: 4.8/5 (220+ reviews)
• Capterra: 4.8/5 (917+ reviews)

7. Jibble

Jibble’s PTO tracking system simplifies monitoring your staff’s time off for streamlined payroll and attendance management. 

It is a cost-effective and versatile solution for the requirements of small businesses.

The design allows both employees and administrators to navigate the platform effortlessly. 

The dashboard provides a comprehensive overview of leave balances, upcoming holidays, and pending requests. Users appreciate such an overview that lets them strategically plan their time off.

Jibble best features

• Access multiple platforms to enhance user convenience and efficiency
• Track GPS location for real-time employee visibility
• Use biometrics to enhance security and authentication processes
• Tailor to your niche to align with your industry-specific business needs

Jibble limitations

• Limited customization options
• Glitches in mobile app functionality

Jibble pricing

• Free: Ideal for essential time tracking with biometric verification
• Premium: $2/user per month
• Ultimate: $4/user per month
• Enterprise: Custom pricing

Jibble ratings and reviews

• G2: 4.6/5 (47+ reviews)
• Capterra: 4.8/5 (722+ reviews)

8. GoCo

GoCo helps you manage multiple types of leave and accommodate unlimited PTO policies. It makes it easy to schedule work hours and manage PTO in one place. 

GoCo uses automation for an efficient accrual system. This innovative functionality eliminates manual calculations, ensuring precise and up-to-date PTO balances for every employee. 

Its self-service portal reduces your administrative burden. 

The clean design ensures a seamless experience, reducing the learning curve for users.

GoCo best features

• Sync work hours and time off with color-coded digital schedules
• Automate PTO accruals based on predefined rules, eliminating the need for manual calculations
• Integrate with your existing platforms to streamline the workflow
• Improve user experience with seamless navigation to reduce employee frustration
• Ensure compliance with labor laws and company policies regarding PTO to prevent legal hassles and security breaches

GoCo limitations

• Limited report customization
• Configuring complex PTO policies or specific features involves a learning curve

GoCo pricing

• Starts at $5/employee per month

GoCo ratings and reviews

• G2: 4.6/5 (307+ reviews)
• Capterra: 4.6/5 (106+ reviews)

9. DayOff

DayOff is a lightweight, user-friendly tool that assists HR managers and team leaders track leave and vacations. 

It’s known for its auto-balancing capability to automatically adjust and update leave balances in real time.

The solution is available as a mobile app, so you will be able to send or manage leave requests anytime and anywhere.

DayOff best features

• Track team vacations and PTOs at a cost-effective rate, saving resources and optimizing budget allocation
• Tailor the system to suit different business types and ensure adaptability and alignment with specific industry requirements
• Customize team policies and working days with flexible options, enhancing employee satisfaction and productivity
• Generate detailed and efficient reporting tools and metrics, providing valuable insights into team performance

DayOff limitations

• Glitches in mobile app functionality
• Leave scheduling difficulties

DayOff pricing

• Free Forever: Ideal for single policy, team, and location
• Pro: $1 per employee/month

DayOff ratings and reviews

• G2: 0/5 (10 reviews)
• Capterra: 4.7/5 (99+ reviews)

10. Zoho People

Zoho People has a dynamic leave planner that visually represents team availability. Managers use this feature to ensure optimal workforce coverage and minimize scheduling conflicts.

It caters to businesses of various sizes and nationalities. It offers support for ten critical languages and customizable formats.

Zoho People best features

• Customize leave policies and request formats to suit varying requirements
• Foster seamless adoption and reach with multi-language support
• Use a self-service portal to expedite leave application and tracking
• Automate workflows to streamline leave request submissions, approvals, and notifications
• Integrate with your existing payroll systems to enhance operational efficiency

Zoho People limitations

• API limit of 200 records per request
• Integration challenges with existing tech stack

Zoho People pricing

• Free: Free for five users
• Essential HR: $0.83/employee/ month billed annually or $1 if billed monthly 
• Professional: $1.66/employee/ month billed annually or $2 if billed monthly
• Premium: $2.5/employee/month billed annually or $3 if billed monthly
• Enterprise: $4.16/employee/ month billed annually or $5 if billed monthly

Zoho People ratings and reviews

• G2: 4.4/5 (304+ reviews)
• Capterra: 4.3/5 (241+ reviews)

Choose the Right PTO Management Software for Your Team

Employee paid time off is crucial for workforce engagement. So, focus on aligning the PTO tracking software with your team’s unique needs to track paid time off.

Test potential solutions with free trials, ensuring they integrate seamlessly into your project management workflow.

ClickUp establishes itself as a comprehensive employee vacation tracking software. Leverage ClickUp’s features to seamlessly manage all HR functions and everyday tasks.

With customizable templates, tailor ClickUp features to match your unique needs of tracking PTO. This flexibility allows for creating bespoke solutions that align precisely with your leave policies.

Furthermore, ClickUp is cost-effective and employs innovative automation to save HR teams valuable time.

Sign up for ClickUp today and start creating HR processes that put your people first. ?

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