Finding software can be overwhelming. We've helped many small businesses choose the right vacation tracking software so they can monitor PTO allotments and quickly process requests.

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Zenefits

Zenefits is an all encompassing HR SaaS platform designed specifically for small and midsize businesses. The Zenefits People Platform includes a robust offering spanning HR, Benefits, Payroll, Wellbeing and Performance apps and combines... Read more

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Recent recommendations: 192 recommendations

Platforms: MacWin
Deployments: Cloud
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RUN Powered by ADP

RUN Powered by ADP (RUN"), is a web-based payroll solution designed for small businesses. The solution can be deployed on either iPhones, iPads or on any touchscreen device. RUN can integrate with multiple third-party accounting software... Read more

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Recent recommendations: 112 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Namely

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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Recent recommendations: 112 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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BambooHR

BambooHR is a cloud-based human resources (HR) software service for small and midsize businesses. BambooHR offers small and growing companies a human resource information system (HRIS) that includes an applicant tracking system (ATS)... Read more

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Recent recommendations: 101 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Kronos Workforce Ready

Workforce Ready by Kronos is a human resources (HR) platform that combines workforce management with human capital management (HCM) capabilities and is suitable for businesses of all sizes.  Kronos Workforce Ready is a single cloud-based... Read more

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Recent recommendations: 101 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Gusto

Gusto is a modern, online people platform that helps small businesses take care of their teams. Gusto offers products and services to help you onboard, pay, insure, and engage your team in one integrated, easy-to-use platform loved... Read more

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Recent recommendations: 93 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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eddyHR

EddyHR’s mission is to help small and midsize businesses move out of paper and spreadsheets, and into an intuitive, modern, all-in-one HR platform. EddyHR is unique because of its seamless combination of hiring, onboarding, and people... Read more

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Recent recommendations: 67 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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iCIMS Hiring Suite

Support the entire candidate experience from start to finish with an end-to-end enterprise recruitment technology platform. iCIMS offers best-in-class recruiting products for your hiring life cycle, available as part of one unified... Read more

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Recent recommendations: 65 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Paycor

Paycor 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 tools for... Read more

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Recent recommendations: 62 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Patriot Payroll

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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Recent recommendations: 50 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Workful

Workful is a cloud-based payroll and employee management solution designed to help small businesses automate processes for internal communication, time tracking, onboarding and more. Key features include direct deposit, geo-fenced... Read more

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Recent recommendations: 47 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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APS

APS has a mission: to make payroll and HR easier. They have been providing payroll and tax compliance services to companies since 1996. In 2004, APS released its cloud-based solution for workforce management. APS delivers a single-system... Read more

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Recent recommendations: 44 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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UltiPro

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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Recent recommendations: 42 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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ADP Workforce Now

ADP Workforce Now is a human capital management solution for companies with more than 50 employees. The core capabilities of the solution include human resources management, payroll, benefits, talent management, compliance, time and... Read more

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Recent recommendations: 41 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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PurelyHR

PurelyHR is a cloud-based leave management solution for small to midsize businesses. The system’s core modules allow HR departments to track staff leave requests and approvals as well as manage diverse time off policies and hierarchies.... Read more

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Recent recommendations: 38 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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WebClock

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, expense management,... Read more

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Recent recommendations: 33 recommendations

Platforms: MacWinLinux
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BirdDogHR Talent Management Suite

The BirdDogHR Talent Management System offers cloud-based applicant tracking and performance management software for organizations in all industries, especially construction, manufacturing, engineering and skilled trades. The Talent... Read more

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Recent recommendations: 32 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Sage HRMS

Sage HRMS is an on-premise, human resources solution for small and midsize businesses. It allows users to manage the entire employee lifecycle. Primary features include employee record management, payroll processing and management,... Read more

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Recent recommendations: 31 recommendations

Platforms: MacWinLinux
Deployments: On premise
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iSolved

iSolved is a unified, cloud-based human capital management (HCM) solution that offers key workforce functions including payroll, HR, time and attendance and benefits enrollment, as well as people-centric functions such as learning... Read more

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Recent recommendations: 30 recommendations

Platforms: MacWinLinux
Deployments: Cloud
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Viventium

Viventium is a cloud-based payroll and human resources (HR) solution for small to mid-size businesses. Key features include payroll, HR, talent acquisition, ACA tracking, business intelligence, and time and attendance. A mobile Employee... Read more

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Recent recommendations: 30 recommendations

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Buyers guide


Last Updated: January 30, 2020

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 and 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?

Vacation tracking software is a tool that allows HR personnel to monitor employee absences for vacations, sick leaves, and other time offs. 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.
Time clock software 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.