Employee vacation planning is an essential part of your manager’s workday, so equipping them with the right software is vital. Read on to learn about the ten best employee vacation tracking softwares for 2023.

Multiple studies show the benefit of allowing your employees to take vacation or paid time off (PTO) to your business. However, you must balance your employee’s needs with the business’s needs by effectively managing your employee’s paid time off requests.

If you don’t do this, you may find yourself short-staffed and even unable to open your business. To prevent this, you must effectively track and monitor your employee’s time off requests. 

Tracking your employee’s vacation time is key to the smooth running of your business. Employee vacation tracking software can help you do this by offering tools that allow you to categorize leave types and track your employee’s time off requests.

This article will discuss the 9 best employee vacation tracking softwares for 2023.

If you don’t have the time to read through our research, jump down to our quick comparison table.

Our Top Picks

  1. Best all-in-one employee vacation tracking software

    Learn more

  2. Good for managing PTO costs

  3. Good for quick PTO approval

What to Look For in a Employee Vacation Tracking Software

When picking an employee vacation tracking software, it’s essential to consider what methods you use for PTO tracking currently and how these processes could be streamlined. From this, you can determine how to streamline business operations and what tools will be most effective in helping you do this.

It’s important to pick a tool that will work with your current processes and not against them. For example, if your employees currently request their PTO via a paper form, you might consider a vacation tracking software that allows employees to request their PTO through an app. 

The best softwares for tracking employee vacation include an automated PTO tracking tool, a PTO tracker template, and might even have an easy-to-use mobile app. You might also want to look for software that allows you to filter your employee’s time off by the type of leave they’re taking, for example, sick leave, volunteer time off, or PTO.

The 9 Best Employee Vacation Tracking Softwares of 2023

  1. Best all-in-one employee vacation tracking software

    Available on

    • Web
    • iOS
    • Android
    a man looking at his phone with a screenshot of Connecteam's time clock feature

    Connecteam is an all-in-one employee management software that provides all the tools you need to manage leave requests. No matter the size or nature of your business, Connecteam is an excellent option.

    Connecteam offers tools such as digital forms and checklists to help streamline business processes. Using these tools, your employee can process time off request forms, notify you of sick leaves, and check how much PTO they have left straight from their mobile app. This will help you reduce back-and-forth communications and provide you with full control of your team’s vacation requests.

    In addition, your employee’s approved time off requests will be automatically inputted into your shift schedule. Because of this, if you try to schedule an employee for a shift that they’ve requested off, a pop-up will appear notifying you of their time off. This feature will minimize interruptions to your planning process. Between this and Connecteam’s drag-and-drop shift scheduling feature, your schedule planning will take mere minutes. 

    Connecteam also allows you to change your vacation policy to whatever works for your business. This could be an accrual policy, an unlimited policy, or a banked PTO policy. You can also easily communicate this change to your employees through Connecteam’s built-in communication features that allow you to send mass updates to your employee’s cell phones all at once. 

    Connecteam will also allow you to separate different types of PTO from one another. For example, you can separate your employee’s sick leave from volunteer time off. This helps you track the types of PTO and leave your employees are taking. 

     

    Key Features

    • Categorise leave types
    • Vacation leave tracker
    • Digital forms and checklists
    • Drag-and-drop shift scheduling
    • Scheduling conflict notifications
    • Easy-to-use mobile app

    Pros

    • Digital forms and checklists are fully customizable to your business’ needs
    • Secure chat feature to communicate schedule changes to employees
    • Minimal back and forth owing to streamlined communication tools
    • You can manage your employees from anywhere with the mobile app

    Cons

    • No video conferencing tools

    Pricing

    Starts at just $29/month for the first 30 users Free 14-day trial Free plan available

    14-day free trial, no credit card required

    Start your free trial

  2. Good for: Managing PTO costs

    Available on

    • Web
    • iOS
    • Android
    Graphic showing an example of a QuickBooks employee scheduling page

    QuickBooks Time’s primary focus is on helping you manage your employee’s time and the associated cost. The integrated payroll system supports you in managing the cost of your PTO allowance and tracking your employee’s vacation time. 

    One of the tools offered by QuickBooks Time is an automatic PTO and employee leave tracker. This tool will track your employee’s PTO in line with your vacation leave policy to ensure employees don’t take too much annual leave. Your employees can also track their PTO balance through the mobile app, so they always know how much vacation time they have left to take.

    Using QuickBooks Time, your employees can request time off by the hour or day and enter bulk time off requests. This is helpful in cases where employees want to take a large period of PTO at once, or if they have an unlimited PTO allowance and want to plan a vacation. You can also set limitations to prevent employees from taking too much or inconvenient PTO. For example, you can set a rule that prevents employees from taking vacation time on both Saturday and Sunday.

    Learn more about QuickBooks Time

    Key Features

    • Bulk time off entry
    • PTO balance checker
    • Set PTO limitations
    • Integrated payroll system

    Pros

    • Easy to use mobile app
    • Automatic PTO tracker

    Cons

    • No internal communications tools
    • No free plan

    Pricing

    Starts at $20 per month and $8 per user Free trial available: Yes Free plan: No

  3. Good for: Quick PTO approval

    Available on

    • Web
    • iOS
    • Android
    Graphic showing app and web view of BambooHR’s software.

    BambooHR offers a simple but powerful vacation tracking software which will speed up your PTO approval process. When an employee requests vacation time, the manager will receive a mobile app notification, a BambooHR notification, and an email to ensure no requests are forgotten or overlooked. The manager can then approve the PTO request or decline with a short message, and a notification is sent to the employee informing them of the decision. This quick process reduces unnecessary back and forth, saving your managers and employees time. 

    Once approved, the system will automatically update your employee’s PTO balance, so there’s no confusion about an employee’s vacation allowance. Again, this will reduce interruption to your employee’s workday, allow them to focus on more important things, and save time. Employees can check their updated PTO balance instantly on BambooHR’s mobile app.

    BambooHR also allows you to customize your PTO policies to ensure that your employees request vacation leave in line with the policy. You can update this policy to an unlimited PTO policy, accrual policy, or a banked PTO policy, depending on the needs of your business. You can create as many policies as you would like, differentiating by employee number, job title, or department. 

    Learn more about BambooHR

    Key Features

    • Comprehensive notification system
    • Customizable vacation leave policies
    • Automatic PTO balance updates
    • Mobile app

    Pros

    • Easy-to-use mobile app
    • Highly customizable platform

    Cons

    • No automatic schedule conflict checker
    • No free-to-use plan

    Pricing

    Starts at $99 per month for 12 users + an additional $8.25 per month for each additional employee Free trial available: Yes Free plan: No

  4. Good for: Managing remote team’s PTO

    Available on

    • Web
    • iOS
    • Android
    Graphic showing screenshot of Hubstaff’s homepage.

    Hubstaff specialize in helping you manage the vacation time of your remote team. Hubstaff’s mobile app allows you to manage every part of your employee’s day-to-day activity from anywhere. Managers or HR managers can easily approve or decline employees’ PTO requests using the mobile app. 

    Vacation requests are automatically inputted into your employee’s schedule, and their PTO balance will be updated accordingly. Hubstaff also has an automatic payroll processing tool, so you can be confident your employees will be paid fairly for their PTO.

    Hubstaff offers several software pricing options, including a free service for one user and a 60-day money-back guarantee. While this is useful for smaller businesses, the basic version of the system lacks many of the advanced tools offered in the more expensive packages. While this is to be expected, most tools that make Hubstaff such a comprehensive system are unavailable on the basic software. The more expensive system may be out of budget for many small businesses or startups. 

    Learn more about Hubstaff

    Key Features

    • Mobile app
    • Fully remote system
    • Automatic vacation balance updates
    • Automatic shift schedule updates

    Pros

    • 14-day free trial and 60-day money-back guarantee
    • Fully remote vacation tracking

    Cons

    • No automatic schedule conflict checker
    • Majority of tools are omitted from the basic version of the software

    Pricing

    Starts at $5.83 per user, per month with a minimum of 2 users Free trial available: Yes Free plan: Yes

  5. Good for: Small businesses and startups

    Available on

    • Web
    • iOS
    • Android
    Graphic showing the dashboard of the Homebase web app including shift scheduling tools.

    Homebase is a cloud-based human resources management (HRM) software with a 24/7 customer support line. Both of these features make Homebase a great option for small businesses, startups, or those not familiar with vacation tracking softwares. Being cloud-based benefits companies that don’t have the space or capacity to keep an external hard drive on-site. A 24/7 support network will be helpful to managers who are not accustomed to using HRM systems.  

    Homebase includes tools to support you in effective employee time and vacation tracking. Homebase allows managers to track time off through employee scheduling software easily. Homebase also tracks employee availability to minimize scheduling conflicts. In addition, there is also a tool that allows managers to auto-schedule their shift patterns which will incorporate any pre-booked and approved PTO or vacation time.  

    One of the drawbacks of Homebase is its expense. They are one of the more expensive options on the market, even when considering their free trial period. In addition, Homebase does not currently offer its payroll services as part of its basic package but as an additional plug-in.

    There are many plug-ins available to tailor your software to your needs. However, these come at a large monetary cost. 

    Learn more about Homebase

    Key Features

    • Auto Scheduling shifts
    • Mobile app
    • Built-in communication tools
    • Employee availability tracker

    Pros

    • Cloud-based software
    • Free three-month trial period

    Cons

    • Expensive
    • Additional plugins further increase price

    Pricing

    Starts at $20 per user, per month Free trial available: Yes Free plan: Yes

  6. Good for: Effective communication tools

    Available on

    • Web
    • iOS
    • Android
    Graphic showing iOS and web view of Sling

    Sling offers a built-in PTO request and tracking system which will simplify your employee’s vacation requests. You can cap PTO requests based on different factors, such as the vacation allowance in your policy, and receive a full overview of your employee’s PTO balance every time they request time off.

    These tools are especially useful for schedule planning as they help you understand how many employees you have off at once. This will prevent you from over-approving PTO requests and leaving yourself short-staffed. In addition, Sling’s comprehensive in-app communication tools will allow you to discuss PTO requests with your employees easily.

    With Sling’s secure chat function, you can easily discuss employees’ vacation requests and explain what steps you need them to take once their request is approved, or why you couldn’t approve their request on this occasion. You can also send communications to your whole team to let them know which shifts need to be covered or to communicate any policy changes when needed. 

    Learn more about Sling

    Key Features

    • Secure chat function
    • Mobile App
    • Capped PTO requests
    • Automatic vacation balance tracker

    Pros

    • Free to use option
    • Easy-to-use mobile app

    Cons

    • No integrated payroll option
    • No automatic schedule conflict checker

    Pricing

    Starts at $1.70 per user, per month Free trial available: No Free plan: Yes

  7. Good for: Automatic PTO calculations

    Available on

    • Web
    • iOS
    • Android
    Graphic showing web version of Buddy Punch Software

    Buddy Punch automatically calculates your employee’s PTO allowance based on their working hours and your workplace policy. These calculations will help you talk to your employees about their vacation allowance and entitlement, and streamline the process overall.

    Buddy Punch automatically calculates vacation leave and categorizes different types of leave, such as sick leave or volunteering leave. This data enables managers to quickly keep on top of absence and leave requests. Your employees can check their available time off by checking their mobile app.Furthermore, Buddy Punch allows managers to export employees’ PTO usage to an excel or PDF format for easier payroll processing. This simplifies payroll calculations and maintains accuracy.

    Learn more about Buddy Punch

    Key Features

    • Mobile app
    • Automatic PTO calculations
    • Export schedules for easy payroll processing
    • Secure communication tools

    Pros

    • 14-day free trial
    • Easy-to-use mobile app

    Cons

    • No automatic schedule conflict checker
    • No free-to-use option

    Pricing

    Starts at $2.99 per user, per month + $19 base fee Free trial available: Yes Free plan: No

  8. Good for: Clear mobile app

    Available on

    • Web
    • iOS
    • Android
    Graphic showing Deputy’s web browser format including an example of an employee schedule.

    Deputy provides an easy-to-use mobile app, with all HRM tools included in their software working to full capacity on this app. You can easily approve and schedule PTO requests, plan shift schedules, and communicate with your team from anywhere. In addition, if a staff member calls in sick, you can easily fill their shift. Deputy allows employees to self-assign available shifts, so you’ll never worry about being short-staffed again. 

    Deputy’s mobile app also enables employees to track their PTO or vacation allowance accurately. Employees will receive notifications when their vacation balance gets low and can view other employees’ pre-booked holidays to prevent scheduling clashes. 

    Furthermore, your managers can also check and track employees’ PTO allowance through the mobile app. Managers can customize leave types and accrual rates through the app to accommodate any personal employee updates or policy changes.

    Learn more about Deputy

    Key Features

    • Comprehensive mobile app
    • Balance notifications
    • Fully customizable PTO policy
    • Self-assign shifts

    Pros

    • Easy-to-use mobile app
    • Free 31-day trial

    Cons

    • No automatic schedule conflict checker
    • No free plan

    Pricing

    Starts at $2.50 per user, per month Free trial available: Yes Free plan: No

  9. Good for: Fully digital PTO management

    Available on

    • Web
    • iOS
    • Android
    Graphic showing Timecamp’s time tracking tools.

    Using Timecamp will help you fully digitize your PTO approval process. Employees can apply for vacation leave with one click, have their request approved or denied, and check their PTO balance from their cell phones. Your managers can also approve PTO timesheets and automate payroll processes using the mobile app. 

    Timecamp has the added benefit of a 14-day free trial and a free-to-use software option. While this option does not have all the tools of the paid version, it is still an excellent option for small businesses or those just getting started with digital employee vacation tracking. However, if you’re looking for a more comprehensive system, Timecamp does leave room for improvement. For example, there is no internal communication tool included with Timecamp.

    Learn more about Timecamp

    Key Features

    • Mobile app
    • Digital timesheet approval
    • One-click leave reporting
    • Automatic invoicing tool

    Pros

    • 14-day free trial and free-to-use plan
    • Easy-to-use mobile app

    Cons

    • No internal communication tool
    • No automatic schedule conflict checker

    Pricing

    Starts at $6.30 per user, per month Free trial available: Yes Free plan: Yes

Compare the Best Employee Vacation Tracking Softwares

Topic
Reviews
4.8
4.7
4.6
4.6
4.6
4.6
4.8
4.6
4.7
Pricing
Starts at just $29/month for the first 30 users
Starts at $20 per month and $8 per user
Starts at $99 per month for 12 users + an additional $8.25 per month for each additional employee
Starts at $5.83 per user, per month with a minimum of 2 users
Starts at $20 per user, per month
Starts at $1.70 per user, per month
Starts at $2.99 per user, per month + $19 base fee
Starts at $2.50 per user, per month
Starts at $6.30 per user, per month
Free Trial
yes
14 days
yes
yes
yes
yes
no
yes
yes
yes
Free Plan
yes
Up to 10 users
no
no
yes
yes
yes
no
no
yes

What Is Employee Vacation Tracking Software?

Employee vacation tracking software lets you digitally track your employee’s time off requests. These softwares usually include tools that allow your employees to request vacation time, the ability to categorize different types of vacation leave, and features that track how much PTO an employee has taken. 

When selecting an employee vacation tracking software, it’s important to consider the needs of your business, your budgetary constraints, and what you are hoping to achieve with the software. For example, if you are trying to streamline how your employees apply for PTO, adopting software with a confusing mobile app would not be beneficial. 

How Does Employee Vacation Tracking Software Work?

Employee vacation tracking software is designed to streamline the process of employee PTO requests. These softwares often include integrated communication tools, automatic PTO accrual calculations, and are usually combined with employee shift scheduling software for easier payroll calculations. 

The softwares may also have other tools—such as automatic conflict checkers—to ensure that two employees are not approved for the same vacation days. This software may also include a feature that allows PTO requests to be capped, or assist managers in assigning custom PTO allowances to different employees or business departments. 

The Benefits of Employee Vacation Tracking Software

The main advantage of employee shift scheduling software is that it will save your managers’ time. Managers will benefit from having all the information about an employee’s vacation leave in one place, and will be able to use this information to create employee schedules seamlessly. A clear and comprehensive app like Connecteam will take your shift scheduling time from hours to minutes, as it is very easy to use. 

Further to this, good employee vacation tracking software will improve your business’ employee organization. Tools like automatic conflict checkers and in-app communication will prevent you from approving too many PTO requests at once and will ensure you’re always properly staffed. This will benefit your employees’ well-being, as a fully staffed shift and supportive colleagues will reduce workplace stress. This improved well-being will benefit your customer’s experience and may ultimately increase your bottom line.

How Much Does Employee Vacation Tracking Software Cost?

Employee vacation tracking software is usually priced per employee, per month and ranges anywhere from totally free plans to over $20 per employee, per month. Depending on the size of your business, this could end up being very expensive, so you need to consider whether the features offered by your chosen system justify the costs. 

You need to balance the high costs of some softwares with how likely your business is to use those features. For example, a small team of fewer than five employees working out of one office does not require top-of-the-range in-app communication tools.

A good tip is to list the tools you genuinely believe will streamline your workplace operations and compare that list to the tools and budget of each system. From these, you can determine which features and tools are most important to your business and find the appropriate solution for you.

Software like Connecteam, which is 100% free for up to 10 employees and offers one of the most comprehensive packages on the market at a low price point, cannot be beaten. 

FAQs

How do you keep track of employee holidays?

There are many ways to keep track of employee holidays, from simple pen and paper trackers to a more comprehensive digital system like Connecteam. Typically, a digital system is better as there is less likelihood of holiday requests getting lost or forgotten about. 

What is the most popular PTO tracking software?

Digital solutions such as Connecteam are the most popular. However, many businesses use more simple methods such as excel spreadsheets. 

How do I create an employee vacation tracker in Excel?

Create a simple rota-based system to keep track of employee vacations. We have included a tracker template below to help you.

Name/Date MON (MM/DD) TUES (MM/DD) WED (MM/DD) THURS (MM/DD) FRI (MM/DD) SAT (MM/DD) SUN (MM/DD)
Will Williams PTO PTO
Lilly Gomez ½ DAY PTO
Jorge O’Donell PTO PTO

The Bottom Line On Employee Vacation Tracking Software

When selecting your employee vacation tracking software, it’s important to consider which tools will make a genuine difference to your business operations and balance that with your budget constraints.

As long as you select the right software, employee vacation tracking software can make scheduling planning much more straightforward. A system like Connecteam, which brings together a wide range of organizational and Human Resource Management (HRM) tools to help streamline business operations, cannot be overestimated.