Keeping track of employee vacations, leaves, sick days, and remote work can be challenging. It might take up a lot of time and resources that could otherwise be allocated to more critical projects.
Fortunately, employers and employees no longer need to put up with this tedious process! With PTO tracking software, time off management is easier than ever
A great PTO software will allow employees to send time off requests digitally. Employers can approve or deny them on their own time. It saves HR, managers, and employees hours of admin. In this post, we’ll cover the pros and cons of top PTO software.
PTO Tracker Comparison
| Platform | Highlights | Key Features | Price |
| Factorial | Factorial’s all-in-one business management software allows you to manage time off requests in addition to managing your overall business |
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Starts at $8 PEPM. Contact Factorial’s team for a personalized quote and see how their PTO tracking software can save you time. |
| Zoho People | Full HR suite platform |
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Pricing is based on a tiered system. To utilize their leave tracking software, it starts at $1.25 PEPM. |
| UKG Pro | Great for larger companies and enterprises |
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For an exact quote, contact UKG Pro directly. Their PTO tracker solution is estimated to be around $26-37 PEPM. |
| GoCo | A flexible platform that makes tracking PTO simple for SMBs |
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Starts at $8 PEPM. |
| DayOff | It’s user friendly interface makes it easy for anyone to use. You don’t need to be tech savvy to manage PTO requests with Day Off. |
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Offers a free version, for 10 employees or more it starts at $2 PEPM. |
| BambooHR | Not just a vacation tracker software. You can track employee time off in addition to core HR processes. |
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They offer 3 packages (core, pro, and elite). You must contact their sales team for an accurate quote. |
| Jibble | Time-tracking focused tool with built-in leave management features. |
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Plans start at $7 PEPM. |
What is PTO Tracking Software?
PTO tracking software offers an automated system for leave management. Employees send time off requests to the designated admin for approval. Utilizing attendance software simplifies how you manage your team’s time off requests.
Through the employee portal, employees can see who is currently available in-office. Visual calendar displays ensure that managers keep track of employees on leave, in the office, and working remotely.
Companies can create custom leave policies, communicate them effectively, and enforce them equitably with PTO software. This can be done with just a few clicks, making it an extremely valuable tool to have.
Organizations that adopt time off tracking software have a clear competitive advantage against those using excel sheets or other outdated PTO tracker tools. Now let’s look at why organizations, employers, employees, and admins need a PTO tracker and the options available.
There are a number of reasons businesses prefer to use PTO tracking software in place of more antiquated time-off management systems. Whether you want to centralize your employees’ pto balance, create custom policies, or save time – PTO trackers add value to your team. Here are some of the critical advantages PTO tracking software offers:
PTO Tracker Software offers Centralized Data
All paid time off requests are stored in a single platform. This unifies the employee database so that administrators can find details of employees at any point in time.
This centralization is crucial to ensuring a smooth process. It also allows businesses to plan in advance and delegate responsibility to make up for one employee’s absence.
Centralization of data also prevents misinformation and confusion. Everyone knows when a team member is on leave, which makes it easier to manage the allotted work. It simplifies how you manage employee leave by having all the essential information in one place.
Transparency Is No Longer an Issue
This software tracks how much leave employees have accrued, how much they have used, and how much they have left in their allowance.
It therefore limits the effects of human error and the normal delays that happen when HR staff needs to process large amounts of data manually.
Most importantly, it adds transparency so that employees can view how much leave they have left and plan accordingly. They’ll be notified when managers approve or deny their time off requests so they can modify their request or get ready to enjoy their PTO!
Meanwhile, managers and team leaders can stay on top of upcoming leave plans without drowning in admin. It’s a win-win!
PTO Tracking Software Improves Productivity
Tired of receiving leave requests by email, by text message, by carrier pigeon? With PTO tracking software, admins can find all employee time off requests in the same place.
Employees won’t have to follow up about PTO requests or worry about meeting a manager to get their leave approved.
With PTO tracking in place, employees can spend less time worrying about their time off requests and instead focus on their work. This frees up time and reduces mental clutter, allowing better workplace productivity, which is excellent for projects, deadlines, and creating a healthy office environment in general.
Using the right PTO tracking software will boost employee morale and productivity.
Save On Costs Associated with Manual Processing
Businesses must seize any opportunity to reduce costs. Irrespective of the number of employees, the manual processing of paid time off requests and their associated paperwork always has a higher cost than using software that automates the process. Your approval workflows will be cut in half as you won’t need to manually track your team’s time.
The comprehensive functionalities like an all-in-one dashboard offers many options to keep track of the employees. Easily track which projects will be affected by the PTO, allowing teams to make the necessary arrangements. This saves organizations high costs that they would otherwise incur.
A Much Needed Break From Admin Tasks
PTO software can make the tedious process of approving time off easier for admins. Employers relying on sticky notes, excels, and infinite mail chains to keep track of PTO requests probably feel stressed. Furthermore, they are probably not providing employees with the experience they want or boosting morale.
Manual time off management may lead to errors, burnout, and confusion. Admins may also have to deal with last-minute requests, rearrangements, and a rush to meet deadlines. They are constantly looking up your team’s PTO balance and double checking your company’s PTO calendar that implementing a time off tracking software would save them time.
PTO tracker software makes this process much more straightforward, ensuring that employees get the vacation they deserve. And that those in managerial positions get a break too.
PTO Tracking Software Offers Flexibility
Employees and managers will both appreciate the flexibility that good PTO tracking software provides.
With multiple channel accessibility, employees can update their leave plans from anywhere. Approvers and admins can view these requests and approve them on their own time.
This takes away a lot of stress with both sides, making PTO requests simple and easy to track. It offers everyone the flexibility to access records and manage time-off requests from anywhere.
If you want to give a free PDF tracker template a go, try the one linked below. For a list of the best PTO trackers, read on!
The Top 7 PTO Tracking Softwares
Here are our top picks for PTO Tracker software that could help transform PTO management for any organization. Taking time off is vital for employee health, and PTO software make it easier than ever to organize.
With that in mind, it’s time to address the top 7 PTO tracking software, their features, pros, and cons:
1. Factorial HR
Factorial is our top pick for PTO management software. This all-in-one HR software solution offers everything a company needs to manage leaves collected on a streamlined dashboard. Their leave tracking software automates and simplifies your employees’ time off, making it easier to run your business smoothly.
Factorial integrates its powerful time tracking tool with an all-in-one suite of HR process. With employee time tracking, performance management, and payroll reporting, Factorial allows employers to gain invaluable insights into their workforce.
With over 13,000 companies using it, Factorial is a trusted PTO manager that tackles the issues that businesses most often face.
Features
- Manage sick days, vacation days, and more with automated vacation requests.
- Easily view accrued vacation time, time used up, and the number of remaining vacation days.
- Create custom time off policies to meet your business’s needs.
- Implement unlimited policies for different leave types.
- Enforce custom time-off policies equitably.
- Gain insight into employee absences with a visual calendar view that shows all leaves at a glance.
- Track time off by team, making sure that each team is staffed adequately to meet demand.
- One-click approval or rejection of leave requests
- Designate supervisors for time-off request management.
- Create custom absence categories as per organization needs.
- Configure time off management permission with manager roles, edit roles after submission, etc.
- Custom time of data specific groups, teams, and annual and monthly summaries
- Mobile app allows flexible and accessible requests to employees with real-time updates to the employee portal
- Allows Sync with Google calendar
- Allows vacation by the hour and hourly absence management for recurring cycle creation and carryover of leaves
Pricing
Flexible pricing allows you to choose a plan based on your needs.
- Manage basic processes for up to 10 employees with our starter plan
- Business plan prices at $8 per employee help the management of advanced and custom processes for up to 100 employees
- Enterprise custom plan is adapted and priced according to your needs for unlimited employees
Factorial is perfect for companies look to rapidly scale their businesses. Make sure you get the best out of your PTO software.
Hear from real customers:
G2 rated Factorial 4.4 out of 5 stars. Check out some of the highlights from users:
- Written by Javier: “Factorial stands out for its intuitive interface and ease of use, making it accessible even for non-technical users. Features like employee time tracking, document management, and payroll integration save significant time and streamline HR processes. The centralized dashboard provides clear visibility into employee data, ensuring compliance and effective workforce management. Additionally, their customer support is responsive and helpful, addressing queries promptly.”
- Written by Max: “Factorial has been designed for businesses like mine. We manage different locations in different countries with different policies and holidays. The recruitment needs to be integrated, and shift management is mandatory for 70% of our contractors and employees. Having a fully integrated experience for all the tools was a game changer for us. It also offers enough flexibility to customize most of our requirements.”
- Written by Marta: “We have been using Factorial for a year now and all I can say is that it highly improved our operations. Before Factorial we were using different tools to manage vacation, payroll, info and documents, it was still a very manual process. Now the employees have so much more independence and visibility on their information that they don’t even write me as much – so I get to get more stuff done. They use it daily to check on work anniversaries, birthdays, upload and sign documents etc. The mini facebook is definitely very engaging.
I use it with my employees in the US and Brazil, and it’s SO easy to change languages, adapt currencies, work locations etc. Highly recommend for international companies.
Their Account Manager is also in the US, so implementing was so easy and fast. Shout out to Sabela who takes care of our account in Factorial, she is great and very responsive.”
2. Zoho People: PTO Tracker with HR Functions
Zoho People offers companies a robust way to manage time-off applications. With ten critical language support and customizable formats, it can suit businesses of many sizes and nationalities.
Features
- Good user interface
- Cloud-based
- Excellent knowledge base with training and documentation
- 360-degree feedback with automated scheduling
- Benefits management
- Calendar management
- Contractor management
Pricing
- Customized pricing starts at $1.25 per feature per employee
Despite the number of features, some users have reported difficulty in managing and navigating. The mobile version can get a bit glitchy at times, and some features are not optimized, like vacation and sick hours tracking.
Hear from real customers:
G2 rated Zoho People 4.4 out of 5 stars. Check out some of the highlights from users:
- Written by Karen: “I am using Zoho People from the last 1 year to manage all my personal details shared with my organization and we were make attendence through it easily and we have all information here like holidays information and attendence regularization etc.”
- Written by Niraj: “Everything related to HRMS is in-built into this plaform, starting from attendance, leave tracker, learning courses, setting KRI/KPI goals, paycheck slips, etc.”
- Written by Gaurav: “It’s comprehensive, does everything expected without glitches, [but] it’s slow to load on the browser. Even logging in takes longer than it should.”
3. UKG Pro
This platform helps users manage paid time offs at an affordable rate. Furthermore, with fantastic customer service and easy to configure applications, it is excellent for larger companies.
Features
- Easy access to information
- Easy to set up
- The mobile app allows for seamless management on the road
- Flexible and customizable
- It has a solid cloud-based HR suite solution
Pricing
UKG has to be contacted for a quote for features that you need
This is a good option for smaller companies. The lack of customization options and the cluttered interface is a concern for some users, while the interface is not intuitive. Overall, it is apt for a small business that just needs the basic functionality.
Hear from real customers:
G2 rated UKG Pro 4.2 out of 5 stars. Check out some of the highlights from users:
- Written by Rachel: “The UKG app is pretty good. Once you learn where everything resides within the HRIS, it isn’t overly difficult to use.”
- Written by Nikeeya: “Customer service could use some work. They take forever to resolve issues. When you call you always have to get routed to someone else because the first line of contact person can’t help. I would also like to see AI built in when it comes to reporting which the other huge HRIS platforms have.”
- Written by Lisa: “UKG Pro is very user friendly and was very easy to adapt to and learn. It took minimal training to begin using.”
4. GoCo: Simplifies your Leave Management
GoCo is a user-friendly PTO management software that handles vacation and time off, allowing you to streamline the process. With the management of multiple types of leaves and unlimited PTO policies, this software is certainly a good option.
Features
- Simplifies leave tracking with instant alerts to managers via the GoCo platform inbox and mobile alerts.
- Approval is quick and user friendly
- Tracking system notifies employees about approvals in real-time
- Separate PTOs from other leave types
- Magic Docs for policy changes for even individual performance-based policies
Pricing
GoCo starts at $8 per employee per month and offers customized quotes as per the organization requirements.
It is a good platform, but others offer the same features for a lower cost. There have been a few glitches with incomplete functionality and UI that were not optimized, but otherwise, it is a good choice.
Hear from real customers:
G2 rated GoCo 4.6 out of 5 stars. Check out some of the highlights from users:
- Written by Susan: “The customer service has been exceptional! In addition, the app/website is intuitive and easy to use”
- Written by Britta: “I like that everything is in the same place and that my employees have a hub to search for info, without me having to do all the legwork. [However, there were] issues with response time. Mostly with their Benefits partner OneDigital and their Payroll partner Execupay. Onboarding was great but then it seems like we got passed around quite a bit between GoCo and their partners.”
- Written by Cory: “I love the ease at which you can onboard a new team member. For the most part, everything is very click and play and it doesn’t take long to learn the program.”
5. Day Off: Complete PTO Tracker Suite
A simple employee time off tracking software that has integrations with common communication tools, such as Slack and Teams. You can track time off, see an overview of your team’s vacation days, and your employees can request time off directly on this platform. It’s easy to use and centralizes your entire organization’s time off.
Features:
- Solely for time-off so it doesn’t help with other areas of workforce management.
- Customize your time off policies (define pto accruals, rollover policies, and more).
- A company-wide, synchronized calendar with blackout dates and holidays.
Pricing:
DayOff offers a free version which makes it cost effective for small businesses looking for suppot when it comes to tracking PTO. Their free plan supports up to 10 employees, however, you are restricted to one admin role. For larger teams, it starts at $2 per month per employee and includes full access to all time off tracking features.
Hear from real customers:
While Day Off has limited reviews on G2, there are more available reviews on Capterra from Day Off customers. Check out some of the highlights from users:
- Written by Sean: “We love the ability to easily add and manage employees time off. We have multiple teams world wide and this allows for multiple holidays for different teams.”
- Written by Dina: “I like the fact it is simple and to the point, i needed a tracking system for the vacations that support 2 steps approval, and make it easy for me & all users to know the balance when needed. [However,] the reports aren’t very good I mean how it looks and i think you need to review the screen when we extract the report it has some difficulties sometimes it takes time to find certain features in the settings.”
- Written by Tim: “This product has simplified our PTO tracking, [but] you have to enter holidays for every location, you cannot copy them from one location to another.”
6. BambooHR
The bambooHR time-off management software is an intuitive option for many organizations looking to speed up their PTO process for both employees and admin.
Features
- Time off calculator ensures that employees and employers are always up to speed on the number of leaves available.
- Quick approval and denial due to reminders and notifications
- Mobile and web access for on the go flexibility
- Customize with policy changes that suit your organisation
- Who’s Out calendar to keep track of employees on leave for adequate staffing needs.
Pricing
You will have to request a customized price quote and figure out the ROI.
The robust platform is has a ton of functionalities for large-scale enterprises, although users say it can difficult to onboard and to learn how to use the software. Employees also complain that the interface isn’t very functional.
Hear from real customers:
G2 rated BambooHR 4.4 out of 5 stars. Check out some of the highlights from users:
- Written by Katelyn: “Easy navigation, and solid set up. The layout is awesome, and personnel files are organized, [but] timekeeping could be so much better. It took myself hours to correct and is usually the responsibility of the employee.”
- Written by Diana: “The platform is very user friendly and very easy to understand what is going on and which steps to take. [Additionally, it] integrates easily with other tools.”
- Written by Amanda: “Its a great tool for HR, [but] some of the functionality could be made slightly easier to use.”
7. Jibble
Jibble is an all-in-one PTO software that helps small to medium-sized enterprises meet their needs with a leave management tool.
Features
- Fulfills leave and time management needs
- Simple and efficient
- Reporting tools to stay up to date on employee availability and leaves availed
- Analysis of historical data, present attendance rates, and more
Pricing
There is a free plan for attendance, GPS and timesheet reporting. To utilize more features that are included in their premium plan, their platform starts at $2.99 PEPM. For an organization with more than 100 users, Jibble offers customized plans.
Jibble is a good option. Users have reported that it does not integrate with other software management systems, which might affect large enterprises, but that is the only downside.
Hear from real customers:
- Written by Pratik: “Jibble is a time tracking app which has proven beneficial for our business. We can keep track record of each employee and every project. The best thing about Jibble is its cost. The app is budget friendly and it is value for money”
- Written by Yogesh: “It was easy to use and displayed the total tracked time for the day, week, and month with an additional breakdown based on the tasks. [However, there are] glitches [that] would ruin the tracked data and require manual changes.”
- Written by Ivo: “Jibble makes it easy to log hours through the dashboard and Chrome extension, which helps keep track of project progress. The ability to switch between tasks and correct mistakes is convenient… The dashboard could be more intuitive—I often struggle to find an overview of my logged hours for a client.”
Considerations While Choosing a PTO Tracking Software
Software to track PTO is a substantial investment, so here is what employers should keep in mind.
- Invest in software that is intuitive and easy to use
- Get software that allows users to connect via mobile apps, web browsers, and so on.
- Make sure the software has a dashboard to keep track of employees
- Quick notifications are a must have
- You’ll need to ability to tailor permissions and time off policies to suit your needs
- Ensure your software allows you to view teams impacted and helps you take the steps needed to ensure adequate staffing.
- Affordability and return on investment are crucial while deciding on a PTO tracker software.
- Make sure the software accounts for different types of leaves
PTO FAQs
What is the difference between PTO and vacation?
PTO refers to Paid Time Off, which is much more valuable to employees than simply being given vacation days without pay. Vacation refers to days off in general and could be considered unpaid time off depending on your company’s policy.
Should a business use PTO management software?
Using a PTO management system definitely gives businesses an edge. It not only allows organizations to make more efficient staffing decisions, deadlines, and overtime. It also removes human error from the equation.
Do PTO Tracking Software Affect Employee productivity?
PTO tracker softwares can have a positive impact on employees as they are not prone to being overworked. They can keep track of leaves and plan them, reducing stress associated with approvals and preventing overworking.
How do I keep track of my PTO?
Common methods to track paid time off are through email, excel spreadsheets, or digital tools. The most time-efficient method to track PTO would be to utilize a leave tracking software such as Factorial.
Should unlimited PTO be tracked?
Yes, unlimited PTO should be tracked. This ensures you are meeting compliance regulations and avoiding any potential fines. Also, it allows you to track how much PTO has been used by your team to avoid any excessive time off.
How do you manage employee PTO?
Employers should be take these steps to manage employee time off:
- Implement a fair and clear PTO policy
- Standardize your request time off workflow
- Approve/deny time off requests in a timely manner
- Provide your team with a shared PTO calendar for full visibility
How do I set up a PTO policy?
When creating a PTO policy you need to determine the following:
- What types of leave your company will offer
- Your PTO policy’s structure
- Accrual method
- Usage guidelines including employee eligibility, blackout dates, etc.
- How to implement in your company
Are You Ready to Invest in a PTO Software?
PTO tracking software is a great way to make sure you ease the burden on admin and employees while maintaining office productivity at an all-time high. Make sure to invest in the right software with all the advanced features your team needs. It should give you the most benefits to save you time, money, and headaches. This way, you can take a break from your busy workload and focus on your team’s growth.
The best tool for tracking employee time off will make your PTO accruals easier. It will help you create custom PTO policies, save time, and simplify approval workflows. Start by getting your free trial with Factorial to check out a top-rated PTO tracking tool.
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