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Vista
Vista
PDS’ Vista is the complete HCM software solution for organizations with employees based in the United States, Canada, or the Caribbean. All the pieces—recruiting, onboarding, human resources, benefits, payroll, time and attendance...Read more about Vista
Ascentis
Ascentis
Ascentis offers a cloud-based human capital management (HCM) suite designed for midsize companies of all industries. It includes HR and benefits, recruiting and onboarding, talent management, time and attendance and payroll. ...Read more about Ascentis
iCIMS Talent Cloud
iCIMS Talent Cloud
Support the entire candidate experience from start to finish with a unified recruitment platform. iCIMS offers best-in-class recruiting products for your hiring life cycle, available as part of one unified talent cloud platform, o...Read more about iCIMS Talent Cloud
Omniprise
Omniprise
Omniprise is an on-premise as well as cloud-based customer relationship management solution designed to provide companies a view of all customer interactions on a real-time basis. The solution is suitable for businesses of all siz...Read more about Omniprise
Arcoro
Arcoro
The Arcoro human resources (HR) management solution is the bridge to better HR. With over 10,000 customers and 360,000 daily users in 20 countries around the world, Arcoro offers configurable, easy-to-use, cloud-based HR software ...Read more about Arcoro
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
eTOTALplan
eTOTALplan
eTOTALplan is a cloud-based employee scheduling solution that helps to manage and track employees. The solution caters to different industries such as government, restaurants and charitable organizations. Key features include work...Read more about eTOTALplan
OrangeHRM
OrangeHRM
Revolutionize Your HR Processes with OrangeHRM! Say goodbye to the hassle of managing your workforce manually. OrangeHRM provides a scalable HRM solution for small and midsize businesses, ensuring the entire employment lifecycle ...Read more about OrangeHRM
stratustime
stratustime
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 accrua...Read more about stratustime
Bullhorn ATS & CRM
Bullhorn ATS & CRM
Bullhorn provides cloud-based CRM solutions for relationship-driven businesses. The solution offers automated data capture and customer insight technology to help companies win customers and keep them engaged. Bullhorn’s CRM ...Read more about Bullhorn ATS & CRM
People-Trak HRIS Suite
People-Trak HRIS Suite
People-Trak is a cloud-based HR Solution suite that allows users to deploy the application in the cloud or on-premise. Canopy's People-Trak solution comes with a free HR database which includes alerts, reporting and 1 GB of s...Read more about People-Trak HRIS Suite
PeopleStrategy
PeopleStrategy
A full-service broker, PeopleStrategy offers expert benefits consulting, intuitive HR software and comprehensive administrative services to provide employers with a single source for the tools and resources to attract, manage and ...Read more about PeopleStrategy
Triton HR
Triton HR
Triton HR's cloud-based, HR solution for small to midsize companies, integrates payroll services, employee benefits, and essential HR applications into a cloud-based single single sign on system. Tailored to fit a broad spectrum o...Read more about Triton HR
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
TimeForge
TimeForge
TimeForge is a workforce management (WFM) solution that helps HR professionals and business operators with applicant tracking and onboarding, attendance, absence management, employee scheduling, sales and labor reporting, HR certi...Read more about TimeForge
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
Mindscope
Mindscope
Mindscope’s ATS and CRM software simplifies staffing and recruitment activities by providing a comprehensive set of applicant tracking and client relationship management tools in one user-friendly platform. The cloud-based system ...Read more about Mindscope
Zartis
Zartis
Zartis is a hybrid human resource management (HRM) solution that caters to businesses of all sizes across various industry verticals. Key features include extended development teams, permanent and contract recruitment and external...Read more about Zartis
TimeIPS
TimeIPS
TimeIPS is a time and attendance system for companies in a wide range of industries. The solution is designed to help small and midsize companies manage time-tracking and attendance operations as well as generate payrolls for empl...Read more about TimeIPS
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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.