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Rippling
Rippling
Rippling gives businesses one place to run HR, IT, and Finance. It brings together all of the workforce systems that are normally scattered across a company, like payroll, expenses, benefits, and computers. So for the first time e...Read more about Rippling
Asure Payroll & Tax Management
Asure Payroll & Tax Management
Asure’s end-to-end Payroll, HR, and Time and Attendance solutions were developed specifically for small to mid-sized businesses. With the modern Asure platform, remain compliant, support your employees, and free up time to focus o...Read more about Asure Payroll & Tax Management
TimeClock Plus
TimeClock Plus
TimeClock Plus is a cloud-based workforce management solution designed to make the day-to-day of your organization more efficient. TimeClock Plus also offers dynamic scheduling and job costing features that can be configured to an...Read more about TimeClock Plus
Paycom
Paycom
Paycom offers user-friendly HR and employee-driven payroll technology to enhance the employee life cycle, in a single software. Paycom drives efficiencies, increases data integrity and gives employees power over their HR informat...Read more about Paycom
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Talk with us for a free
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Tell us more about your business and an advisor will reach out with a list of software recommendations customized for your specific needs.
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isolved
isolved
isolved is the most-trusted HCM technology leader, providing the best combination of software and services to meet the needs of today’s People Heroes – HR, payroll, and benefits professionals. From talent acquisition to workforce ...Read more about isolved
BambooHR
BambooHR
Instead of using fragmented spreadsheets, limited or clunky software, and physical paper, BambooHR helps you centralize your data and automate the way you complete key HR tasks. As you hire, onboard, and pay your employees, every ...Read more about BambooHR
Paycor
Paycor
Paycor empowers leaders to build winning teams. Paycor’s human capital management (HCM) platform modernizes every aspect of people management, from recruiting, onboarding and payroll to career development and retention, but what r...Read more about Paycor
WorkforceHub Time & Attendance
WorkforceHub Time & Attendance
WorkforceHub is a cloud-based time, attendance, and leave management system for small to mid-size businesses. This software can capture time data from web-based clocks or physical clocks for employees onsite, mobile, and working a...Read more about WorkforceHub Time & Attendance
Humanity
Humanity
Humanity Scheduling, powered by TCP Software, is a cloud-based employee scheduling solution that can save valuable time and resources for your organization. With a focus on automation, accessibility, compliance, and user experienc...Read more about Humanity
Factorial
Factorial
Factorial is a cloud-based human resources (HR) solution that caters to small businesses across various industry verticals. Key features include a time-off manager, an organisational chart generator, a document manager and more. ...Read more about Factorial
WorkforceHub
WorkforceHub
WorkforceHub is a cloud-based time, attendance, and leave management system for small to mid-size businesses. This software can capture time data from web-based clocks or physical clocks for employees onsite, mobile, and working a...Read more about WorkforceHub
GoCo
GoCo
GoCo is a cloud-based human resources, benefits and payroll solution designed for small businesses. The platform automates the process of collecting required documents for newly hired talent, enrolling new employees in benefits pl...Read more about GoCo
VeriClock
VeriClock
VeriClock is cloud-based employee time tracking software for businesses of all sizes having mobile or fixed workforces. The system allows employees to clock in and out from their own mobile devices or via the web, telephone, SMS/t...Read more about VeriClock
Dayforce HCM
Dayforce HCM
Dayforce makes work life better. Everything we do as a global leader in HCM technology is focused on improving work for thousands of customers and millions of employees around the world. Our single, global people platform for HR, ...Read more about Dayforce HCM
ITCS-WebClock
ITCS-WebClock
ITCS-WebClock is a cloud-based human resources solution that caters to HR, payroll and finance teams in businesses of all sizes across various industries. Key features include time and attendance tracking, absence management, expe...Read more about ITCS-WebClock
When I Work
When I Work
When I Work is a cloud-based employee scheduling solution that helps organizations track time and attendance, create and edit employee schedules, add new jobs to the calendar, review timesheets and fill shifts. When I Work le...Read more about When I Work
BrightHR
BrightHR
We are BrightHR; the only software powered by HR, health & safety, and legal experts. Everything you need to simply manage your staff, all in one place, PLUS free tools to set your business apart. We are on a mission to transform...Read more about BrightHR
TeamBridge
TeamBridge
Zira is a cloud-based employee scheduling and performance management system designed to automate complex team processes. Zira tools include a web-based manager and admin application that is ideal for creating and publishing schedu...Read more about TeamBridge
Replicon
Replicon
Replicon's advanced timesheet functionality lets businesses track valuable information including check-ins/outs, task progress, and billable/non-billable hours. The invoice module allows users to build custom invoices, examine pay...Read more about Replicon
Patriot Payroll
Patriot Payroll
Basic Payroll: $17/month + $4 per employee or contractor. You run payroll and handle your tax filings. Full Service Payroll: $37/month + $4 per employee or contractor. You run payroll, but let us handle the payroll tax filings. ...Read more about Patriot Payroll
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Buyers Guide
Last Updated: November 07, 2023In this Buyer’s Guide, we’ll cover everything you need to know about employee vacation and PTO tracking software to help you decide on the right system for your business, including:
What Is Vacation Tracking Software?
Common Functionality of Vacation and PTO Tracking Software
Benefits of Using Software for Vacation & PTO Tracking
How Much Does Vacation Tracking Software Cost?
What Is Vacation Tracking Software?
Vacation tracking software is a tool that allows HR personnel to monitor employee absences for vacation, sick leave, and other time off. A majority of such tools also allow tracking the hours worked by employees, including overtime.
Common Functionality of Vacation & PTO Tracking Software
You can expect to find most, if not all, of the following functionality in vacation and PTO tracking software:
PTO management | Track individual accruals and usage of different types of paid time off, including sick days, vacation days, holidays and bereavement. |
Vacation approval | Employees can request time off, notifying managers to approve or disapprove the request. |
Clock-in/clock-out | Workers can access the system to clock in, clock out and log their hours worked. Managers can manually enter times if necessary. |
Attendance tracking | See the hours worked for individual employees or whole departments across a variety of date ranges. |
Employees can clock in and out of shifts online, from their computer or phone, or through a physical wall clock system. | |
Payroll integration | Automatically carry employee hours and absences over into your payroll system to accurately calculate wages. |
Benefits of Using Software for Vacation & PTO Tracking
In a 2015 Software Advice report, we found that 48 percent of HR software buyers are currently using manual methods such as Excel spreadsheets or pen and paper to handle their HR needs, including employee attendance and vacation tracking. You may even be part of this group.
A system dedicated to employee vacation and PTO tracking offers a number of benefits over manual methods, including:
Employee self-service. Instead of a single manager or HR employee logging the hours for every worker in the organization, employees can log in to the system and do it themselves. Employees can also keep track of their own PTO accruals.
Increased transparency. Many vacation tracking systems will automatically flag strange or incompatible entries (e.g., an employee requesting PTO they don’t have etc.) and notify relevant personnel.
Increased security. Unique login IDs, dual authentication and other security features ensure that time and PTO entries are accurate and uncompromised.
Payroll integration. Integrating tracking software with your payroll system allows employee hours to be ported over automatically to calculate wages, eliminating tedious double entry.
How Much Does Vacation Tracking Software Cost?
Vacation tracking software is usually priced one of two ways: with perpetual licensing or subscription licensing.
With perpetual licensing, you pay a one-time fee upfront to use the software indefinitely. The obvious benefit with this type of payment method is much lower recurring costs, but the upfront investment is usually significant. This type of licensing is more common with on-premise systems that companies must host on their own servers.
With subscription licensing, you pay for the software on an ongoing monthly or annual basis. Sometimes this subscription is a flat fee (e.g., $20 per month), but more often it is based on how many employees you have at your organization (e.g., $5 per employee per month). This type of licensing is more common with cloud-based software, also known as a software-as-a-service (SaaS), where the system is hosted by the vendor themselves for clients to access through a web browser.
Market Trends to Understand
Employee work-life balance has become an increasing concern in corporate spheres in an effort to boost recruiting efforts and enhance company culture. Here is how vacation tracking software is keeping up with some noteworthy trends:
Flexible work arrangements (FWAs). Flextime and remote working have become popular perks in recent years to attract workers tired of the typical 9-to-5 office job. If your company offers FWAs, cloud-based vacation tracking software can allow workers to check in and out of shifts at home or anywhere else. You can also set customized rules for individual workers or departments to accurately track any flextime arrangement.
Unlimited PTO. Another recent trend is for companies to offer employees unlimited vacation, allowing them to take off as much time as they want, if their work quality hasn’t dropped off and their manager approves it. If you’re experimenting with unlimited PTO, be sure to still track how much time off is being taken to compare to a standard policy and determine if it’s worth adopting it permanently.