We've helped many small businesses choose the right vacation tracking software so they can monitor PTO allotments and quickly process requests. How does it work?

Vacation Tracking Software


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Kronos Workforce Ready logo
 
Workforce Ready is a cloud-based solution offering a variety of modules, that allows you to custom a system for employee data management. The solution offers a robust workflow engine and reporting, and also a mobile application.
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Workforce Ready is a cloud-based solution offering a variety of modules, that allows you to custom a system for employee data management. The solution offers a robust workflow engine and reporting, and also a mobile application.
 
Sage Payroll logo
 
Sage offers web-based payroll solutions designed for small and midsized companies in many industries.  For companies with 10 employees and 5 departments or less, Sage Payroll Essentials is a straightforward platform can be accessed... Read More
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Sage offers web-based payroll solutions designed for small and midsized companies in many industries.  For companies with 10 employees and 5 departments or less, Sage Payroll Essentials is a straightforward platform can be accessed... Read More
 
Ascentis logo
 
Ascentis is a fully integrated human resources software suite, which includes applications that span the employee life cycle, including recruiting, performance reviews, as well as personnel tracking and benefits administration.
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Ascentis is a fully integrated human resources software suite, which includes applications that span the employee life cycle, including recruiting, performance reviews, as well as personnel tracking and benefits administration.
 
APS logo
 

APS

APS (Automatic Payroll Systems, Inc.) has been providing payroll and tax compliance services to companies for almost two decades. In 2004, they released their APS, their cloud-based solution for human capital management. APS combines... Read More
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APS (Automatic Payroll Systems, Inc.) has been providing payroll and tax compliance services to companies for almost two decades. In 2004, they released their APS, their cloud-based solution for human capital management. APS combines... Read More
 
PayFocus logo
 
PayFocus is Online Payroll and HR software that gives businesses compliant tax processing, support, and the ability to manage HR tasks from one platform. The software also offers personnel tracking, on boarding, and more.  PayFocus... Read More
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PayFocus is Online Payroll and HR software that gives businesses compliant tax processing, support, and the ability to manage HR tasks from one platform. The software also offers personnel tracking, on boarding, and more.  PayFocus... Read More

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TimeAttend by Replicon logo
 
TimeAttend is a workforce management solution that allows users to streamline time tracking, eliminate payroll errors, and ensure labor compliance. It combines ease-of-use with advanced capabilities for Time and Attendance, Scheduling,... Read More
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TimeAttend is a workforce management solution that allows users to streamline time tracking, eliminate payroll errors, and ensure labor compliance. It combines ease-of-use with advanced capabilities for Time and Attendance, Scheduling,... Read More
 
Namely logo
 
Namely offers a cloud-based solution for companies seeking a single comprehensive system to manage their human capital. Namely helps midsize companies manage compliance and streamline everything payroll, benefits and talent management. Namely... Read More
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Namely offers a cloud-based solution for companies seeking a single comprehensive system to manage their human capital. Namely helps midsize companies manage compliance and streamline everything payroll, benefits and talent management. Namely... Read More
 
BambooHR logo
 
BambooHR is a Web-based human resources (HR) software solution that is well-suited for small to midsized businesses, and as it’s Web-based, BambooHR is accessible through the Web browser of any device with an Internet connection.
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BambooHR is a Web-based human resources (HR) software solution that is well-suited for small to midsized businesses, and as it’s Web-based, BambooHR is accessible through the Web browser of any device with an Internet connection.
 
stratustime logo
 
stratustime is a cloud-based software solution that enables users to track employee time and attendance and also offers payroll integration. Employees can clock in and out, request time off and view their schedule and PTO accruals... Read More
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stratustime is a cloud-based software solution that enables users to track employee time and attendance and also offers payroll integration. Employees can clock in and out, request time off and view their schedule and PTO accruals... Read More
 
Patriot Payroll logo
 
Patriot Payroll from Patriot Software is an integrated human resource (HR) and payroll management solution that helps to streamline the different processes associated with managing payroll payments and tax submissions. The solution... Read More
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Patriot Payroll from Patriot Software is an integrated human resource (HR) and payroll management solution that helps to streamline the different processes associated with managing payroll payments and tax submissions. The solution... Read More

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Vibe HCM logo
 
cfactor’s Vibe HCM is a human resources platform that combines core HR, payroll and benefits, onboarding, communications, talent management, analytics and real-time AskHR functionality. cfactor has been deployed for midsize to large... Read More
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cfactor’s Vibe HCM is a human resources platform that combines core HR, payroll and benefits, onboarding, communications, talent management, analytics and real-time AskHR functionality. cfactor has been deployed for midsize to large... Read More
 
Asure People Success Platform logo
 
Drawing from 20 years of experience serving more than 4,500 companies, the Asure People Success Platform is a suitable option for small to midsize businesses, as well as enterprise corporations. Asure People Success includes modules... Read More
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Drawing from 20 years of experience serving more than 4,500 companies, the Asure People Success Platform is a suitable option for small to midsize businesses, as well as enterprise corporations. Asure People Success includes modules... Read More
 
UltiPro logo
 
Ultimate Software’s UltiPro® is a cloud-based human capital management (HCM) solution designed to help organizations manage their HR, payroll, and talent needs. A configurable solution, UltiPro has functionality for recruiting and... Read More
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Ultimate Software’s UltiPro® is a cloud-based human capital management (HCM) solution designed to help organizations manage their HR, payroll, and talent needs. A configurable solution, UltiPro has functionality for recruiting and... Read More
 
People-Trak logo
 
People-Trak is part of the Canopy Workforce Solutions suite. The system allows users to deploy in the cloud or on-premise; either way, users control their own data and can take it with them if they ever decide to leave. Canopy's People-Trak... Read More
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People-Trak is part of the Canopy Workforce Solutions suite. The system allows users to deploy in the cloud or on-premise; either way, users control their own data and can take it with them if they ever decide to leave. Canopy's People-Trak... Read More
 
ECI Empower logo
 
ECI's human capital management (HCM) product is a unified SaaS, cloud-based solution for managing all aspects of employee administration, from pre-hire to retire. ECI is a single-source, real-time system that aims to eliminate manual... Read More
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ECI's human capital management (HCM) product is a unified SaaS, cloud-based solution for managing all aspects of employee administration, from pre-hire to retire. ECI is a single-source, real-time system that aims to eliminate manual... Read More

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Paycor Perform logo
 
Paycor’s Perform is an integrated cloud-based software suite that offers functionality to encompasses the entire employee lifecycle - from recruiting and onboarding to time and attendance management. Collectively, the solution offers... Read More
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Paycor’s Perform is an integrated cloud-based software suite that offers functionality to encompasses the entire employee lifecycle - from recruiting and onboarding to time and attendance management. Collectively, the solution offers... Read More
 
TSheets Time Tracking & Scheduling logo
 
TSheets is a web-based time tracking software solution that helps owners and managers keep track of employees in real-time from their desk or on the go. TSheets provides mobile time tracking for employees who either work remotely... Read More
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TSheets is a web-based time tracking software solution that helps owners and managers keep track of employees in real-time from their desk or on the go. TSheets provides mobile time tracking for employees who either work remotely... Read More
 
NOVAtime logo
 
NOVAtime is an automated time and attendance solution suitable for companies of all sizes, from small businesses to large enterprises. This Web-based system offers simple online interfaces for administrators and supervisors, as well... Read More
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NOVAtime is an automated time and attendance solution suitable for companies of all sizes, from small businesses to large enterprises. This Web-based system offers simple online interfaces for administrators and supervisors, as well... Read More
 
Planday logo
 
Planday is a web-based employee scheduling platform suitable for businesses of almost any size or vertical. In addition to scheduling, Planday also allows managers to oversee employee hours, vacation requests, shift-swaps, payroll... Read More
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Planday is a web-based employee scheduling platform suitable for businesses of almost any size or vertical. In addition to scheduling, Planday also allows managers to oversee employee hours, vacation requests, shift-swaps, payroll... Read More
 
Epicor HCM logo
 
Epicor HCM is a global HRMS offering integrated talent management and human capital management solutions. These applications provide intuitive and adaptive HR functionality for core HR processes, as well as additional modules for Performance... Read More
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Epicor HCM is a global HRMS offering integrated talent management and human capital management solutions. These applications provide intuitive and adaptive HR functionality for core HR processes, as well as additional modules for Performance... Read More
 

Buyer's Guide

by Brian Westfall,
Market Research Associate
Last Updated: April 26, 2017


To understand the importance of meticulous employee PTO tracking, let’s break down the numbers.

The average American worker is allotted 10 days of paid vacation a year and uses 84 percent of them, or about 8 days. For a five-person company, that’s 40 days of vacation a year. A 50-person company? 400 days. Oh, and make sure to double those numbers if you work at a company in the EU. By law, every employee is given 20 days of paid vacation a year.

Add in any days for workers who are sick or on bereavement, and the fact that every hour of paid leave costs an average private employer $2.22. It quickly becomes clear that keeping track of your workers’ vacation and PTO allotments is vital to keeping benefits costs down.

Luckily, vacation and PTO tracking software exists to help small businesses manage the numbers for their entire roster of employees with ease.

In 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 & PTO Tracking Software
Benefits of Using Software for Vacation & PTO Tracking
How Much Does Vacation Tracking Software Cost?
Market Trends to Understand

What Is Vacation Tracking Software?

Also known as time and attendance software, employee vacation tracking software allows HR personnel and department managers to monitor employee absences for vacation, sick leave or otherwise. Many systems also track the hours worked for individual employees, including overtime.

Employee time card in vacation tracking software Optimum HRIS

Employee time card in Optimum HRIS

Vacation tracking software can be bought on a stand-alone basis (e.g., TSheets) or as part of a broader human resources information systems (HRIS) suite with capabilities such as payroll, benefits administration and recruiting (e.g., BambooHR).

It’s important to note, however, that if you’re looking for a system that goes beyond tracking PTO and hours worked to include more advanced functionality for things such as employee shift scheduling and schedule distribution, you should head over to our employee scheduling software page.

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.
Time clock integration 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.
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  • 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.
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  • Increased security. Unique login IDs, dual authentication and other security features ensure that time and PTO entries are accurate and uncompromised.
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  • 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.

Our Total Cost of Ownership Calculator will show you that the costs for each option tend to equal out over time.

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.
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  • 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.

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