Categories   >   Vacation PTO Tracking Software
Last Reviewed: November 15th, 2024

Best Vacation PTO Tracking Software Of 2024

What is Vacation PTO Tracking Software?

Vacation and PTO tracking software acts as a digital command center for managing paid time off. Think spreadsheets on steroids – it automates tedious tasks and ensures everyone's on the same page. Imagine chasing down employees for timesheets or fielding constant "how much vacation do I have left?" questions. This software eliminates that chaos. Benefits are twofold: boosting efficiency and fostering transparency. Automated accrual calculations and leave request workflows streamline HR processes. Team calendars with clear PTO visibility prevent scheduling conflicts and promote fair time-off distribution. Emerging features like mobile access and self-service portals empower employees to manage their leave requests and balances independently. This is a boon for businesses of all sizes, especially those with geographically dispersed teams or complex leave policies. HR saves time, managers gain control over staffing, and employees feel empowered. While some learning curves exist, the increased accuracy, compliance, and employee satisfaction make vacation and PTO tracking software a smart investment.

What Are The Key Benefits of Vacation PTO Tracking Software?

  • Automated Accruals & Balances
  • Streamlined Leave Request Workflow
  • Real-Time PTO Visibility
  • Reduced Scheduling Conflicts
  • Improved Leave Policy Compliance
  • Empowered Employee Self-Service
  • Enhanced HR Efficiency
  • Accurate Payroll Processing
  • Increased Employee Satisfaction
  • Data-Driven Workforce Insights
Read more

Overall

Based on the latest available data collected by SelectHub for 127 solutions, we determined the following solutions are the best Vacation PTO Tracking Software overall:

Humanity
Humanity
Start Price
$3
Per User, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked Humanity

Humanity's intuitive interface, coupled with guided onboarding and data migration assistance, makes it easy for organizations to get started with scheduling. The simple drag-and-drop tools and embedded training tips help you start scheduling within minutes.

Its compliance management toolkit is a standout feature, ensuring adherence to labor laws, internal policies, regulations and CBAs. It provides a set of default rules and offers you the freedom to write custom ones. The platform also sends conflict alerts and maintains historical records and audit logs, contributing to a secure and compliant environment.

Humanity's mobile app is another significant advantage. It offers managers the same functionality as the desktop version, enabling them to create schedules, work offline and set up automation. Employees can view schedules, receive shift reminders, track work hours and even pick up open shifts with a single tap. The app's compatibility with the Apple Watch provides added convenience for managing schedules on the go.

It’s an end-to-end platform catering to the needs of various stakeholders in frontline worker scheduling. Chief financial officers can track budgets and control labor costs, HR offices can ensure compliance and enhance employee experiences, frontline managers can manage schedules and coverage, and employees can have greater control over their work hours.

While Humanity is well-suited for midsized companies, it isn’t ideal for large organizations. Users have reported slow performance and loading times, particularly when dealing with extensive schedules or performing complex tasks. Integration challenges with third-party ERP and HCM solutions can also be a concern. Additionally, users have encountered bugs and UI issues, ranging from instability to unexpected template malfunctions.

Overall, Humanity is a great tool for managing employee schedules. It's easy to use and can help you improve your business's efficiency. However, it's important to be aware of the potential drawbacks before making a decision.

Pros & Cons

  • User-Friendly Interface: The interface is easy for both managers and employees to navigate. Despite some initial learning curves, users appreciate its simplicity, which can eliminate the need for extensive tutorials or training.
  • Robust Mobile App: It provides quick and convenient access to scheduling and clocking functionalities. Despite occasional issues like freezing, the app streamlines clock-in/out processes and enables on-the-go schedule management.
  • Customization and Flexibility: The platform offers customizable views and filters, enabling users to tailor schedules to their specific needs. Additionally, features like Open Shifts empower employees to pick up available shifts based on their preferences, enhancing scheduling flexibility.
  • Responsive Customer Support: Humanity stands out for its responsiveness, and users appreciate the promptness of live chat support and quick resolution times.
  • Slow Performance and Loading Times: Humanity can take a long time to load larger schedules or perform certain tasks. This can hinder navigation between different sections.
  • Integration Challenges: Many users faced issues while connecting the platform with third-party ERP and HCM solutions like Zendesk and ADP Workforce Now.
  • Bugs and UI Issues: Users experienced bugs within the user interface, ranging from occasional instability to unexpected template malfunctions.
  • Changes in User Experience and Functionality: Some users mentioned that certain features they found useful were removed or altered, causing workflow disruptions and increasing complexity in using the software.

Key Features

  • Employee Scheduling: Create conflict-free schedules using intuitive drag-and-drop schedule makers. Update schedules in real time while receiving overstaffing or understaffing notifications on a daily or weekly basis. Assign, remove and swap shifts easily based on staff availability, skills and preferences.
  • Time Clock: Track employee attendance and hours via the mobile app and maintain accurate timesheets. Mandate employees to click pictures while clocking in or out to avoid malpractices like buddy punching. Set punctuality rules to curb absenteeism and accidental absences.
  • Leave Management: Employees can manage their schedules and work-life balance using unique portals. Customize leave types to suit company needs while allowing partial day leaves. Set vacation and PTO rules to avoid understaffing.
  • Integrations: Integrate with popular third-party ERP, HCM, payroll and HR modules to streamline business operations. Export payroll to over 30 modules like Ceridian, ADP, Ultimate Software and Paycheck. Integrate with external HR modules like BambooHR.
  • Forecast: Use external performance indicators to predict future staffing needs and design efficient employee schedules. Customize schedules based on business priorities and capacity to tackle both under-staffing and over-staffing challenges.
  • Geofencing: Enable geofencing to ensure employees check in and out from the correct locations. Activate the GPS facility to track field staff location accurately.

Pricing

License/Subscription Cost
  • Subscription-based pricing model
  • Pricing is based on the number of users per month or users per year
  • Both monthly and annual billing plans are offered
Maintenance Cost
  • Included in the subscription fee
  • 24/7 support services are provided to all subscribers
Installation/Implementation Cost
  • Included in the subscription cost
Customization Cost
  • Cost is above and beyond the subscription fee
  • Cost varies depending on the functional requirements added to the system
Data Migration Cost/Change Management/Upfront Switching Cost
  • Price is dependent on a user's current software, the amount of data to be migrated, the availability of migration tools, the complexity of data and gaps between the existing system and the new system.
Recurring/Renewal Costs
  • Cost is included in the monthly or annual subscription fee
TSheets
TSheets
Start Price
$20
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked TSheets

TSheets offers a strong suite of solutions for time-tracking and payroll management that most users find user-friendly and cost-efficient. Its wide range of features are highly customizable and can help users track both in-house and remote employees with their live locations, manage projects and payrolls and sync with QuickBooks for efficient accounting. Customer support is highly reliable and recommendable. However, the setup, onboarding and user interface can be cumbersome. Similarly, a few features such as calendar, time off and vacations can be improved further.

Pros & Cons

  • Cost: About 55% of the users who consider cost as an important deciding parameter, choose TSheets for its affordability.
  • Customer Support: TSheets offers highly reliable and responsive customer support, as recommended by nearly 87% of the users who mentioned customer support.
  • Geofencing: Geofencing makes it easier for users to track time and billable hours, even when working remotely or from the client site, as reported by about 82% of users who mention GPS functionality.
  • Payroll Management: Efficient payroll management is one of the strong traits of the software, as reported by 90% of users who mentioned payroll.
  • QuickBooks Integrations: Seamless integration with QuickBooks is reported by 60% of the users who use both TSheets and QuickBooks in their tech suite.
  • Time Tracking: The core functionality of the software, time tracking, is recommended by about 80% of users.
  • User Friendly: About 97% of users find TSheets easy to use on a daily basis and user friendly at end-user to admin-levels.
  • Calendar and Notifications: Nearly 100% of users who mentioned calendars and notifications reported that TSheets misses the mark with Calendar synchronization and notifications for clocking in and out.
  • Feature Overload Nearly 100% of users who mentioned software functionality reported that it has too many features, making the system overwhelming and causing data lags in core functionality.
  • Set Up and Onboarding: Setting up the software and onboarding new employees is confusing and difficult, according to 58% of users who mentioned that the process left a lot to be desired.
  • Time Off and Vacations: While TSheets does an excellent job in time tracking and payroll management, managing time off and vacations can lead to data errors and often need to be logged in manually, as reported by nearly 71% of users who mentioned the feature.
  • UI and Navigation: Approximately 67% of users who mention UI and navigation report that the software is clunky and hard to navigate.

Key Features

  • Mobile App: Get mobile and offline access to submit, track and approve time. View and manage multiple timesheets with the Crew app. Monitor employee locations through the “Who’s Working” feature. 
  • GPS and Geofencing: Get real-time GPS data of clocked-in employees, in compliance with DCAA and DOL standards. 
  • Scheduling: Develop schedules based on job, shift or task. Notify employees of published or changed schedules. Sync with popular calendar applications such as Microsoft Outlook, Apple iCal and Google Calendar. 
  • Time Clock Kiosk: Clock in and out with the time clock kiosk and any device with internet access. Set up a four-digit PIN, biometric facial recognition and photo capture to limit buddy punching. 
  • Alerts and Approvals: Get alerts for clock in and clock out timings as well as time submission for payroll purposes. Managers also get notified when employees fail to clock in or clock out at scheduled times. Set up pay rates and dates with Pay Rate Engine for overtime management. 
  • Smart Reporting: Develop customized reports for instant access. View timesheets based on customer, job or group. Segment employee hours by rate, regular hours and overtime hours in wage reports. Export payroll reports in Excel, PDF or CSV formats. 
When I Work
When I Work
Start Price
$2.50
Per User, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked When I Work

According to the reviews, users praise When I Work’s user-friendly design and all-in-one features for scheduling and time tracking. The customer support team is another win — responsive and helpful via chat and email. However, the pricing structure is a point of contention for some users, with complaints about hidden fees and a lack of transparency before signing up.

What truly set it apart was its affordability for small and medium businesses. The starter plan, costing just $1.50 per location per month, offers unlimited employee scheduling and auto-scheduling — features usually reserved for top-tier plans in competitors like 7Shift and Homebase.

However, communication features are restricted. During testing, I could send individual and group messages, but there's no bulletin board or newsfeed functionality, and message read receipts are absent.

Security is another concern. The platform lacks biometric clock-in options, opening the door to potential time theft through buddy punching. Additionally, it doesn’t support geofencing or GPS tracking. I couldn’t remotely track staff shifts to ensure they were following established procedures.

Overall, When I Work offers a compelling solution for small and medium businesses with a user-friendly interface, robust features and a budget-friendly starter plan. However, be mindful of the pricing concerns and other limitations, which can be a problem for growing teams and businesses.

Pros & Cons

  • Intuitive and Efficient: Users appreciate the user-friendly interface and comprehensive features that centralize managing all scheduling needs from a single app.
  • Prompt Customer Support: Users report getting timely and helpful assistance from the vendor’s support team through live chat and email.
  • Enhanced Employee Experience: The app boosts staff productivity by offering them flexible tools to control their work schedules.
  • Improved Integration and Accessibility: Most users have had a positive experience connecting the platform with other necessary third-party tools.
  • Pricing and Transparency Issues: Users have complained about the vendor’s pricing practices, which include hidden costs and a lack of clear information before signing up.
  • App Glitches: Users reported issues with iPhone and Android apps, particularly with tasks like staff punch-ins and location tracking using the phone’s GPS.

Key Features

  • Employee Scheduling: Create work schedules in one click based on employee availability and eligibility. View team availability, manage time off and track shift trades from one place. Allow employees to pick up and trade shifts while boosting workplace efficiency and productivity. Schedule multiple teams across job sites while preventing unnecessary overtime.
  • Time and Attendance: Track attendance, time off and breaks while turning any internet-connected device into an online time clock. Integrate schedules to control costs while applying pay rules. Implement an online time clock with a GPS facility for uniform clock-ins and outs across devices. Let remote employees log in and out using any device while receiving attendance data in real time.
  • Timesheets: Record weekly attendance changes into timesheets while setting differential pay rates for multiple positions. Monitor labor costs while auditing time records with labor distribution reports. Audit and approve timesheets from mobile or desktop while preventing overtime before it happens. Configure paid and unpaid breaks on schedule and time clock.
  • Shift Planning: Plan, swap and approve shifts using a mobile or desktop while empowering teams to collaborate on schedules. Ensure cost-effective shift coverage while creating schedules that work for the entire team.
  • Scalability: Start with a single team or location and scale to multiple teams across geographical locations as per business growth. Schedule multiple teams across various job sites.
  • Push Notifications: Send important messages to the entire staff in one go. Employees get email and text alerts for missed logins or outs. Notify all employees when you update or create new schedules.
  • Geo Check-In: Use GPS tracking and live map views to ensure that employees log in from their designated job sites. Monitor field staff’s real-time location, eliminating the need for employees to update their locations constantly in the office.
Paylocity
Paylocity
Start Price
$19
Per Employee, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Why We Picked Paylocity

Paylocity is a user-friendly HCM solution that works well for SMBs and delivers an array of features such as payroll management, hiring and talent management in a unified suite. Self-service capabilities help employees access their information. Some users found issues with its payroll, tracking and timesheet capabilities, reducing accuracy and limiting what can be done. However, it offers an intuitive interface, with tools like onboarding and PTO that make tasks easier while speeding up processes. Businesses looking for an end-to-end system to manage HR functions should consider this as a good contender.

Pros & Cons

  • User-Friendly Interface: 60% of users suggested that the interface is user-friendly, with automated payroll and simplified workflows that make it easy to operate and monitor teams.
  • Unified Dashboard: Paylocity enables HRIS, payroll, timekeeping and admin-related tasks to be handled from a single location, according to 60% of users.
  • Performance Benefits: It eases task management for essential activities such as checking time off balances and paychecks, conducting goal assessments and achievements, performing year-end reviews, and more.
  • Easy PTO: It’s easy to use and implement in a day-to-day work routine, with 30% of users mentioning they can check staff availability before approving leaves.
  • Streamlined Onboarding: The onboarding process checks in candidates and sends paperwork before they start, making it 10%-20% easier for admin setup and paperwork completion according to users.
  • Support Team: Paylocity's support process is lengthy according to 30% of users, requiring a lot of back and forth to get an issue resolved, which usually takes days.
  • Cumbersome Payroll: The payroll module requires set up by different people and doesn’t function accurately according to 10% of users.
  • Timesheets: Tracking time is difficult, as Paylocity doesn’t update and capture time entries until a shift is completed.
  • System Logouts: Despite automation, additional verification is required when logging in, causing 10% of users to completely exit and then log in again.
  • Tracking: Tracking functionality doesn’t work well for all the features in the experience of 10%-20% of users.

Key Features

  • Payroll: Companies can simplify multiple financial tasks related to payroll with this feature. It automates payroll processes and takes care of tax compliance, expense reimbursements into paychecks, garnishment services and custom reports that derive whatever data that’s needed. It provides employees with the flexibility to access a portion of their earned wages when needed. 
  • Workforce Management: This feature helps eliminate the need for manual tracking of tasks, reduces administrative work and maintains accurate records of individual employees. The review forms can be customized to promote employees to set goals via an insight chart. 
  • Employee Self-Service: The software provides users with admin analytics, 24/7 secure access, enrollment and insurance access, and internal plans. This feature helps employees and employers to access, update, enroll and administer data respectively. 
  • Time and Labor Management: Workers can clock in and out via the mobile app, and managers can set geofencing rules that ensure accurate clock-punching. It also syncs with payroll automatically and allows managers to create and adjust schedules as needed, without manually correcting payroll data. 
  • Data Insights: The platform allows users to access demographic information, utilization, headcount, labor costs, position insights, turnover and retention. It also features real-time employee data, analytics for employment trends, strategic hiring and budgeting decisions, and programs to build a diverse workforce. 
  • Reports: The system comes with over 100 standard reports along with an ad hoc reporting tool. Users can schedule reports to automatically generate and track key reports with a favorites feature. 
  • Compensation Management: With this feature, administrators can configure settings such as the approval process and eligibility requirements. It also supports the customization of compensation plans to match organizational pay cycles. Company leaders gain a view into budgets and allocations, while managers can provide increases and view employee data like performance and pay history.  
  • Marketplace Integrations: Organizations can extend Paylocity’s capabilities to streamline the payroll regularity and HR data management across all policies. The solution connects with partner solutions in 20 categories, including single sign-on (SSO), ERP and a variety of HR-related functions. More than 300 integrations are available in the vendor marketplace. Data can flow into or out of Paylocity, or in both directions, depending on the integration. 
WhenToWork
WhenToWork
Start Price
$40
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Why We Picked WhenToWork

WhenToWork is a user-friendly online scheduling solution for small and medium-sized businesses. Its intuitive interface and straightforward features make it a viable option for businesses looking to ditch paper trails and digitize their scheduling operations.

My experience with WhenToWork began with a simple sign-up process that required minimal information. The platform guided me through a brief onboarding process, where I provided details about my business and team members. While the onboarding process was straightforward, I noticed the business category list didn’t offer many options for construction-related industries.

Upon accessing the web platform, I was greeted by a somewhat outdated design that felt reminiscent of an earlier era. While the layout was clean and easy to navigate, a modern update could benefit its overall aesthetic. The main menu has sections for schedules, employees, trades, time off, messaging, reports and current on-duty employees.

The mobile app, however, offers a more streamlined experience with a user-friendly interface. It provides quick access to schedules, shift trades, time off, messaging, staff information and a link to the full web version. The app's dashboard offers a clear overview of assignments, time off, shift trades and messages.

The messaging features are designed for efficient team communication. You can send and receive messages, create urgent alerts, and post on a bulletin board. The “Reports” section offers customizable reporting options, allowing you to generate reports based on various criteria and export them for further analysis.

Overall, WhenToWork is a suitable option for businesses with basic scheduling needs. Its user-friendly interface, straightforward features and robust reporting capabilities make it a viable choice for organizations that prioritize simplicity and ease of use. However, businesses seeking a more modern and feature-rich platform may need to explore other options.

Pros & Cons

  • Ease of Use: Users praised the platform’s user-friendly interface and ease of use across all user types. Its intuitive navigation simplifies shift management, schedule swaps and coworker communication. The platform also provides useful "how-to" videos, making it easier for users to understand the system without needing live support.
  • Better Customization and Flexibility: Users appreciated the ability to customize schedules, permissions and worker roles. It’s easy to switch shifts and see assigned shifts in one place.
  • Easy Reporting: The one-click report generation feature helps users manage budgets and track employee hours. This is especially helpful for administrators manually comparing scheduling costs with budgetary constraints.
  • Improved Remote Workability: Reviews highlight the benefit of accessing the software from any mobile device, making it convenient for teams to check schedules, receive notifications and streamline internal communications.
  • Simple Implementation Process: Users from small and medium businesses appreciated the software’s lightweight nature. It requires minimal IT involvement and can be deployed quickly across multiple departments.
  • Lack of Live Support: Live representatives are unavailable, especially during troubleshooting. Instead, the platform relies on video tutorials, which may not be sufficient in urgent situations.
  • Complicated Staff Availability Settings: Some reviewers found the "date specific" availability options frustrating, as it often caused confusion when scheduling in advance. Also, the inability to fully turn off certain options, like the "dislike" function, can complicate determining worker availability.
  • Limited Enterprise Features: Users from larger businesses noted that the platform lacks advanced enterprise-level security settings and integration support, making it less ideal for organizations with complex needs.
  • Cluttered Interface: The schedule display can sometimes be confusing or cluttered, particularly when many shifts are on the board. This makes it harder to quickly view and understand schedules at times.

Key Features

  • Flexible Scheduling: You get multiple scheduling views, task templates and drag-and-drop tools to create different types of recurring schedules for multiple locations.
  • Import/Export: It lets you import shifts via Excel and .CSV files or export schedules in Excel format.
  • Automated Assignments: You can define rules to automatically assign shifts based on employee preferences and availability.
  • Employee Self-Service: Design unique portals for each team member based on their seniority, job roles and access requirements. Employees can log in via desktops or the mobile app to view and swap schedules, receive messages, and submit time off requests.
Homebase
Homebase
Start Price
$24.95
Per Location, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked Homebase

In my research, I was particularly impressed by the guided onboarding process. The intuitive setup allowed me to get the platform up and running within minutes, enabling easy scheduling without a steep learning curve. This ease of use also extends to onboarding employees.

The auto-documentation request feature stood out to me. I could define the required documents for each employee, and the system automatically sent follow-up reminders. This automation significantly streamlined the process of maintaining up-to-date employee profiles with all the necessary paperwork.

Homebase’s integration with other tools, such as payroll processors, accounting solutions and POS systems, is a huge plus. It saves time and reduces the hassle of manual data transfers, making the overall management process smoother. Additionally, the system can handle basic hiring, onboarding, payroll and compliance management, making it an all-in-one HR suite for small businesses.

However, I encountered some drawbacks. One notable issue was the auto-scheduling feature. While the idea behind it is great, it proved complicated in practice and lacked customization options to meet my specific needs.

Users have reported facing issues with the vendor’s customer support team. There were reports of delayed responses, and the support hours were insufficient for businesses operating outside regular U.S. business hours. 

Despite these issues, the platform’s cost-effectiveness, especially with the free basic plan, makes it a viable option for small and medium enterprises. It offers essential scheduling and time-tracking features without hidden costs and implementation complexities.

Pros & Cons

  • Ease of Setup and Use: Many users found Homebase easy to set up and navigate. The platform is intuitive, making it simple for both managers and employees to use.
  • Scheduling and Time Tracking: The platform simplifies employee scheduling, making it easy to create, modify and track schedules. It includes useful features like a time clock, timesheets and attendance tracking.
  • Integration with Other Tools: Users appreciated its integration with various payroll processors and POS systems.
  • Accessibility: You can access the software from various devices, including desktops, tablets and smartphones, enhancing flexibility for managers and employees on the go.
  • Cost-Effectiveness: Several reviews mentioned that the free basic plan suffices for smaller businesses, providing essential features without extra cost.
  • Undo and Modification Limitations: The lack of an undo feature can be problematic if accidental changes or deletions occur.
  • User Interface Issues: Some users found the new updates and interface changes cumbersome, with issues like light markings, lack of lines and frequent refresh rates. Others mentioned that the iPad app is not optimized and often mimics the mobile website, limiting its functionality.
  • Customer Support: Several reviews highlighted delayed responses from customer support and insufficient support hours, which can be challenging for businesses operating outside regular hours. Also, the platform heavily targets the U.S. market and offers limited support for international users.

Key Features

  • Scheduling: Create, copy and save schedules that can be modified or reused later. View employee availability and time off requests, manage shift changes, and forecast labor costs.
  • Time Clock: Clock in and out from the web, a tablet or an integrated POS. The advanced subscription packages can prevent employees from clocking in early for their shifts and returning from breaks early. The time clock feature can also round time and allow for automatic clock-out.
  • Timesheets: Track clock-ins, breaks and overtime hours with online timesheets. Generate a daily summary of activities, track breaks and export timesheets to payroll, reducing time errors.
  • Team Communication: Send direct messages and broadcast messages to entire groups directly through the app.
  • Hiring: Streamline the hiring process by providing pre-written job descriptions, interview reminders and applicant tracking capabilities. Post open jobs to Craigslist and other job boards. Import new hires to the schedule automatically.
  • Reporting: Track and generate reports on labor costs as a percentage of sales, actual hours worked, employee performance and shift feedback summaries. The more advanced subscription plans also track labor costs by type and generate reports on the application programming interface, on-time arrival and other customized reports.
  • Drag-and-Drop Interface: Users can view and sort schedules by role, time period or employee hours with a drag-and-drop interface. Managers can also copy the previous week’s schedule and publish work changes directly through the mobile app.
  • HR and Compliance: Centralize employee information, eSign documents and send automated welcome packets for a smooth self-onboarding experience. Define clear PTO policies and approval workflows, set up black-out dates and define advance notice requirements for more control. The platform offers consultancy with external HR advisors for expert insights and policy reviews, helping comply with labor regulations.
  • Employee Benefits and Productivity Tools: Early access to earned wages allows staff members to avoid overdraft fees. Peer-to-peer recognition tools and automatic performance metric tracking help foster a productive environment. You can also gain valuable insights into employee sentiment through anonymous end-of-shift feedback.
HotSchedules
HotSchedules
Start Price
$40
Per Location, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
Request Pricing Request Demo

Why We Picked HotSchedules

Let's dish on the good, the bad, and the ugly of HotSchedules based on what folks have been saying lately.

HotSchedules seems to be a bit of a mixed bag. Users dig that it's pretty straightforward to use and can be a real time-saver, especially when it comes to wrangling schedules and keeping everyone in the loop. It's like having a personal assistant who's always on top of things. But, there's a catch – it can be a bit pricey, and some users feel like it's missing some bells and whistles that other scheduling software has. Think of it as a reliable car that gets you from point A to point B, but maybe doesn't have all the fancy features like a sunroof or heated seats.

So, who's HotSchedules a good fit for? Well, if you're running a business in the hospitality industry, like a restaurant or hotel, and you need a solid scheduling tool that won't leave you scratching your head, HotSchedules could be your jam. It's especially handy if you've got a bunch of hourly employees and multiple locations to juggle. However, if you're on a tight budget or need a software with all the latest gadgets, you might want to shop around a bit. There are other options out there like Homebase or When I Work that might be more your style.

Pros & Cons

  • Convenience and Accessibility: Users appreciate the system’s remote accessibility, which saves time and enhances productivity for both employees and managers.
  • Scheduling Functionality: The platform offers a comprehensive package of scheduling tools, including shift swapping, time off, blackout dates and availability management.
  • Efficient Automation: Automation such as auto-scheduling, sick pay and holiday calculations simplifies administrative tasks for managers.
  • Diverse Integrations: Users report that integration with other modules like payroll systems, POS solutions and HR software enhances productivity and workforce management.
  • Learning curve & complexity: The interface can be challenging for beginners, requiring significant time and effort to learn and navigate effectively.
  • Inconsistent customer support: Users report long wait times or difficulty resolving complex issues, leading to potential frustration and delays.
  • Pricing concerns: Additional fees beyond the monthly subscription can add up, making it more expensive than competitors.

Key Features

  • Scheduling: Build schedules with customizable templates and intuitive drag-and-drop tools. Approve or deny shift change requests, define rules to limit overtime and manage employee availability from a dashboard.
  • Time and Attendance: Track clock-in and clock-out times, collect information on tip and break entries, and allow employees to access their timecards and payroll histories. Managers can set up alerts to notify employees when they miss a time punch. Set geo-fencing rules using the mobile WebClock to track employee locations.
  • Labor Forecasting: Access the following forecasting features:
    • Schedule Optimization: Standardize scheduling rules and automate recurring tasks using predictive scheduling across multiple branches and locations.
    • Scheduling Visibility: Manage labor analytics to measure critical KPIs like overall performance, cost per labor, sales patterns and labor cost to keep restaurants competitive.
    • Store-Level Forecasting: Analyze historical data to identify weekly sales patterns and help managers allocate workforces efficiently. Send alerts for overtime and other potential compliance issues.
  • Labor Management: Calculate minimum staffing requirements, plan shift breaks, and generate suggested headcounts to ensure that any given shift always has the proper number of staff members.
  • Scheduling and Wage Compliance: Adhere to local and federal regulations with:
    • Predictive Scheduling: Stay up to date with local laws and evolve as regulations shift. Prepare and adapt to compliance changes before they go into effect.
    • Break and Meal Management: Set up rules to automatically schedule meal and break times for staff members. Receive notifications of missed break times and automatically calculate break pay impacts.
    • Overtime Management: Track employees going into overtime and allow managers to swap overworked staff with other employees.
    • Certifications: Receive certificate expiry alerts and define automation to request updated documents from employees, managers and other team members.
  • POS Integration: Employees can track time and clock in and out of work from a POS system. Pull sales and operational data from POS to forecast weekly and seasonal sales patterns and workforce requirements.
  • Health Surveys: Generate digital health surveys to gain extra visibility into the business. Use CDC-tailored surveys and health screening tools to ensure employees are safe to come to work.
  • Manager Logbook: Manage physical and digital logbooks that help track tasks, maintenance objectives and food safety information, such as temperature.

Pricing

License/Subscription Cost
  • Subscription-based pricing model
  • Pricing is based on number of users on a month-to-month basis
Maintenance Cost
  • The cost is included in the subscription fee
Installation/Implementation Cost
  • The cost is included in the subscription fee
Customization Cost
  • The customization costs are dependent on the functional requirements of the modules added
Data Migration Cost/Change Management/Upfront Switching Cost
  • This cost varies depending on the amount and complexity of the data to be migrated as well as the availability of migration tools and the gaps between the existing system and the new system
Recurring/Renewal Costs
  • This cost is included in the monthly subscription fee.
Deputy
Deputy
Start Price
$2.50
Per User, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked Deputy

Deputy is a valuable asset for businesses looking to streamline their scheduling operations and enhance employee productivity. During my research, I found it to be a highly effective and centralized tool for hiring, training and scheduling employees. Users consistently praise its performance, with many giving it a 4.5-star rating.

One of Deputy's standout features is its AI-powered automation, which can significantly improve scheduling and shift break compliance. However, it may require some initial setup and learning to function optimally. The touchless facial recognition clock-in feature is particularly valuable in today's post-pandemic world.

I appreciate Deputy's commitment to employee empowerment. Its accountability measures, such as GPS tracking and facial recognition, effectively prevent time theft without compromising employee autonomy. The Shift Pulse feature is another valuable tool that fosters open communication between employees and management.

While Deputy is a powerful solution, it's not without its flaws. I encountered bugs and glitches that occasionally disrupted the user experience. Slow performance, particularly for mobile app users and non-desk staff, can be frustrating. Additionally, GPS challenges can be problematic for businesses with multiple locations as the platform doesn’t support multiple time zones.

The HR functionality is also limited, but I believe it has the potential to expand over time. Adding more languages to the interface would also make it more inclusive. Overall, I recommend Deputy to small to mid-sized organizations seeking a reliable and feature-rich scheduling solution that also offers basic HR functionalities.

Pros & Cons

  • User-Friendly Interface: Users appreciate the intuitive design, which makes it accessible for both managers and employees and easy to adopt with minimal training.
  • Robust Remote Workability: The mobile app is highly praised for allowing employees to clock in/out, manage shifts and receive notifications, making it convenient for on-the-go use.
  • Greater Flexibility and Accessibility: Deputy offers flexible shift management, allowing employees to swap or pick up shifts and work across multiple locations. Cloud-based hosting ensures access from anywhere with an internet connection.
  • Employee Empowerment: The software gives employees more control over their schedules, fostering a sense of ownership and responsibility for time management.
  • Streamline Scheduling: Deputy effectively manages scheduling, time tracking and attendance, reducing errors and improving overall efficiency. Reviews highlight valuable features like preventing early clock-ins and integrating with payroll systems.
  • Support and Customer Service Issues: Several users reported poor customer service experiences, especially when dealing with technical support or canceling the service. The vendor primarily offers support via email, which some users found inadequate.
  • Performance and Speed: Some users experienced lag when accepting shifts or clocking in and out, causing delays and frustration.
  • Challenges With Multi-Location Tracking: For organizations with employees across multiple locations or states, keeping track of everyone’s whereabouts could be challenging as the platform doesn’t support multiple time zones across geographies.
  • Syncing Issues: Users noted that the inability to sync with external calendars (like Google or Apple Calendar) was a significant drawback.

Key Features

  • Scheduling: Create, manage and optimize schedules with AI. Use drag-and-drop scheduling tools while considering availability, skills and preferences to create partial, pre-assigned or open shifts.
  • Time Tracking: Turn staff phones into a time tracking solution using the mobile app or connect the platform to a POS system to allow employees to punch in and out of work. The platform sends alerts for break hours, overtime and budgetary conflicts. It also offers geofencing to help avoid time theft and buddy punching.
  • Mobile App: Managers can access their profiles from anywhere, create schedules, approve time off requests, communicate with team members and track task progress. Employees can view schedules, request PTO, chat with colleagues, swap shifts and bid on open shifts.
  • Demand Forecasting: Access your business’s historical sales data and seasonal trends on a centralized dashboard to make informed staffing decisions. Define business logic and benchmarks with demand-based rules to ensure minimum coverage while considering your budget. You can pull real-time wage-to-sales data on the mobile app to make scheduling adjustments on the go.
  • Shift Pulse: Send feedback forms and questionnaires to employees after every shift. Minimize staff fatigue by automating schedule assignments based on worked hours and overtime. Employees can express their work satisfaction using a staff sentiment bar and tracker.
  • Compliance Tools: Deputy helps comply with fair workweek regulations by providing tools to manage overtime, minimum rest periods and other labor laws. It also assists with reporting, managing employee records and ensuring adherence to minimum wage laws.
  • Leave Management: Employees can submit time-off requests directly through the platform, and managers can review and approve or deny them. You can also track leave balances and generate leave reports.
  • Document Management: The platform offers a centralized repository for storing and organizing employee documents, such as contracts, performance reviews and training certificates. Its search and filtering capabilities make it easy to find specific documents when needed.
  • Hiring: Post openings on online job forums and track their traction from within the software interface. You can track applicants, schedule interviews, send questions and receive applicant feedback.
  • Training and Onboarding: Design branded onboarding workflows for trainees and manage employee training programs by tracking attendance, assigning tasks and monitoring progress.

Pricing

License/Subscription Cost
  • Cost is included in the subscription fee
  • Subscription-based pricing model
  • Pricing is based on monthly or annual users
  • Discounts are offered for annual subscription plans
Maintenance Cost
  • The cost is included in the subscription fee
  • Unlimited 24/7 support is available to all users
  • Enterprise users have access to a dedicated support team
Installation/Implementation Cost
  • Included in the subscription fee
Customization Cost
  • This costs is additional to the subscription fee
  • Dependent on the functional requirements and the specific needs of the organization
Data Migration Cost/Change Management/Upfront Switching Cost
  • Cost varies depending on the current software, amount of data to be migrated, the complexity of the data fields, level of automation and data migration tools to be utilized for the transfer of data from the old to the new software.
Jolt
Jolt
Start Price
$89.99
Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked Jolt

Jolt helps its users keep up with daily tasks and track who completes what with a time stamp. It is an easy-to-use solution that satisfies food safety guidelines with automated temperature checks, temperature logs and food labeling by date. Reviewers mentioned that its initial set-up takes time, and printer issues are difficult to solve. The application does not allow users to send messages to a single employee, but they can send a message to a large group of people at once. Overall, it is a cost-effective software solution with seamless training and support.

Pros & Cons

  • Functionality: Around 94% of users who mentioned functionality said that the system provided a robust suite of helpful tools that helped them save time.
  • Ease of Use: The system’s user-friendly interface makes it easy to manage and understand, as noted by 100% of reviewers who mentioned ease of use.
  • Customer Service: More than 88% of reviewers referring to customer support noted that included professional services were helpful and provided follow-up tips and corrections.
  • Tracking/Monitoring: All users who refer to monitoring state that it helps boost employee accountability, inventory organization and scheduling.
  • Initial Setup: Its initial setup is time-consuming, as noted by nearly 100% of users who mentioned setup.
  • Slow Application: Around 55% of the users who mentioned it’s mobile application report that it can be slow/glitchy and at times would crash.
  • Communication: Text and emails can only be sent to employees through its time-card feature, as observed by 60% of reviewers who referred to communication.

Key Features

  • Employee Scheduling: Use a drag-and-drop scheduler to build employee schedules while managing breaks. Send shift reminders via text messages and push notifications. Employees can request shift swaps and get approvals. 
  • Team Accountability: Achieve cleaner stores, faster service and consistent processes. Standardize procedures for staff to follow with on-the-spot training. Deliver fast service across locations with real-time alerts, reports and message notifications. 
  • Digital Food Safety: Serve fresh and hot meals with automated temperature monitoring, quick temperature logs and food and date labeling. Use sensors to protect inventory while keeping ingredients fresh. Receive notifications when temperatures fall out of range. 
  • Employee Performance: Train employees to complete tasks with perfection to achieve high standards. Improve order accuracy with employee quizzes and an accessible training hub. Deliver friendly service by ensuring employees aren’t overworked or understaffed. 
  • Training Hub: Incorporate training materials while providing access according to employee roles. Create scorable employee quizzes while reviewing performance using templates. 
  • Checklists: Create daily, repeatable and time-based task checklists. Customize daily food safety and HACCP checklists. Assign work by role while naming and time-stamping every task. Receive checklist completion alerts in real time. 
Shiftboard
Shiftboard
Start Price
$3
Per User, Monthly
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Why We Picked Shiftboard

Shiftboard provides robust scheduling tools that help reduce scheduling errors. Its online and mobile availability allows employees to access it from anywhere and stay updated on schedules and shifts. Staff in certain roles can trade shifts within Shiftboard without going through management. It helps to keep track of employee shift times and their clock in and out locations. Some reviewers said that creating custom reports requires a great deal of trial and error, while some fields are not reportable. Users have mentioned that they would like to see more viewer-friendly pages.

Pros & Cons

  • Shift Management: Nearly 94% of reviewers liked the built-in Tradeboard for employees to exchange or transfer shifts, boosting accountability and efficiency.
  • Schedules: Around 90% of users who referred to schedules liked that it reduces time spent creating and managing schedules. It notifies of any errors and provides easy access for employees.
  • Tracking: It helps monitor the login / logout of individual workers, their interest in additional shifts and overtime status, as noted by 91% of users who specified tracking.
  • Reports: About 56% of reviewers who referred to reports said that custom reports require a great deal of trial and error, and some fields are not reportable.
  • Layout: The page layout style is quite clunky and difficult to navigate, especially when there are more teams and time slots, as mentioned by 80% of users who referred to layout.

Key Features

  • Profiles: Collect and store employee information such as contact information, credentials, skills and work history. This information can then be used to assign roles based on scheduling needs. 
  • Communication: View schedules online and notify staff on schedule changes. It sends messages and notifications automatically so that all team members have access to the most up-to-date information. 
  • Demand Planner: Forecast scheduling needs using historical data and patterns. Managers can build schedules and fill shifts based on predicted business needs. 
  • Tradeboard: Employees can utilize Tradeboard to switch shifts, while the system ensures that no shifts are double-booked. Managers can oversee shift-swapping and set rules to ensure compliance and that employees don’t pick up shifts that will put them into overtime. 
  • Reports and Analytics: The system can collect data on shifts, employees, budgets, forecasts, labor costs and more. Generate reports and analyze them at any time to help track spending. 
  • Mobile: Access the schedule at any time through any internet-connected device. Employees can view the schedule, update their availability, request time off and trade shifts, all through the mobile app. 

Pricing

License/Subscription Cost
  • Subscription-based pricing model
  • A minimum subscription fee and number of users applies to all plans
  • Discounts are available for nonprofit organizations
  • Cost varies depending on the number of users, add-ons and the pricing plan
Maintenance Cost
  • The initial cost is included in the subscription fee
  • There is an additional fee for extra support services
  • Shiftboard offers two pricing packages for support
Installation/Implementation Cost
  • Charges an additional fee to the subscription cost
Customization Cost
  • Cost varies depending on the functional requirements and modules added based on business requirements
  • There may be additional charges for single sing-on, payroll integration, third-party software integration and drop point service
Data Migration Cost/Change Management/Upfront Switching Cost
  • Cost varies depending on the amount of data to be migrated, availability of migration tools, the complexity of data and gaps between the current and new systems
Recurring/Renewal Costs
  • Cost is equivalent to the monthly subscription fee based on the number of users, customization cost and the customer success package chosen

COMPARE THE BEST Vacation PTO Tracking Software

Select up to 2 Products from the list below to compare

 
Product
Score
i
SelectHub’s Analyst Rating is based on data from our 400+ point analysis of Vacation PTO Tracking Software, user reviews, and our own crowd-sourced data from our free software selection platform. Scores are periodically updated via ongoing selection projects and user activity within our platform.
Start Price
Free Trial
Company Size
Deployment
Platform
Logo
Humanity
$3
Per User, Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Humanity
TSheets
$20
Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
TSheets
When I Work
$2.50
Per User, Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
When I Work
Paylocity
$19
Per Employee, Monthly
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Paylocity
WhenToWork
$40
Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
WhenToWork
Homebase
$24.95
Per Location, Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Homebase
HotSchedules
$40
Per Location, Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
HotSchedules
Deputy
$2.50
Per User, Monthly
Yes
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Deputy
Jolt
$89.99
Monthly
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Jolt
Shiftboard
$3
Per User, Monthly
No
Small Medium Large
Cloud On-Premise
Mac Windows Linux Chromebook Android
Shiftboard

All Vacation PTO Tracking Software (127 found)

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ZoomShift

by ZoomShift Inc.
ZoomShift
Zoomshift helps small and mid-sized businesses manage workforce scheduling, time tracking and team communications. It offers user-friendly scheduling and shift planning tools to create, assign and handle employee shifts. You can use intelligent automation for time-consuming tasks such as assigning shifts, sending reminders and maintaining timesheets.Additionally, Zoomshift provides time tracking and PTO management features. Employees can record their work hours using the built-in time clock functionality, ensuring accurate and reliable timekeeping data.The system streamlines PTO management, allowing employees to submit and track time-off requests while helping managers review, approve or deny requests. This eliminates manual processes and reduces the risk of errors or disputes related to time and attendance.The platform also includes features that enhance communication between employees and managers, such as announcements, notifications and messaging capabilities. Also, Zoomshift offers a robust mobile app that allows employees to access their schedules, submit time-off requests and communicate with their team remotely.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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WorkSchedule

by Program Works
WorkSchedule
WorkSchedule.Net is a fully-featured, cloud-based scheduling software designed to serve agencies and enterprises of all sizes. It offers automated scheduling, time tracking, payroll exporting, managing time-off and easy self-service shift swapping and scheduling. It provides ease of use with color coding, and users can set settings for multiple employees and shifts all at once, eliminating the need to edit each one individually.Keep staff content by scheduling employees based on work availability and employee preferences. It offers a 30-day free trial and customization options; users can request additional features via the support team.
Cost Breakdown
Still gathering data
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Snap Schedule

by Business Management Systems
Snap Schedule
Snap Schedule is a cloud-based application that helps businesses automate scheduling processes, slash labor costs, enhance productivity and promote work-life balance. It helps managers prepare shift charts, make smart scheduling decisions and avoid scheduling conflicts. Its appearance is similar to an Excel spreadsheet, and its drag-and-drop capabilities simplify shift swaps. The software automatically generates schedules with optimal work distribution for the entire workforce. Businesses can avoid overstaffing shifts and reduce payroll expenses. It alerts managers to understaffed shifts and helps find adequate employees based on seniority and rolesSnap Schedule tracks employee skills and assigns crucial projects to qualified staff members, thus avoiding liability issues. It can be deployed on-premise and hosted on the cloud. Apart from schedule creation and publishing, it monitors attendance, manages leave requests and tracks staff assignments. It helps companies adhere to local labor laws by offering open shifts and paying overtime to employees working extra hours.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$100 - $500
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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SmartLinx

by SmartLinx Solutions
SmartLinx
With a range of HR products, SmartLinx provides users with capabilities that can either function individually or integrate to work together as a full suite. By focusing on people management, it helps users to optimize workflows and boost workplace productivity and efficiency. Some of its capabilities include time and attendance, payroll and scheduling. It also offers reporting and analytics, giving users insight into their workforce’s productivity and performance.
User Sentiment User satisfaction level icon: good
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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HRweb

by HRWeb
HRweb
HRweb is a comprehensive software solution designed to streamline HR management tasks, including employee tracking, performance reviews, time-off management, and compliance monitoring. It is particularly well-suited for small to mid-sized businesses seeking an efficient and user-friendly platform to manage their HR processes. The software's intuitive interface and robust functionality make it an attractive option for organizations looking to enhance their HR operations without the complexity of larger systems. Key benefits of HRweb include improved organizational efficiency, enhanced employee engagement, and simplified compliance management. Popular features encompass performance management tools, time and attendance tracking, and detailed reporting capabilities. Users often praise the software for its ease of use and the ability to customize features to meet specific business needs. While pricing details for HRweb are not readily available, it is advisable for potential users to contact SelectHub for a tailored pricing quote based on their unique requirements. This ensures that businesses receive a solution that aligns with their budget and operational needs.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Crew

by Speramus
Crew
Crew is a team management software that connects frontline employees, fosters employee interactions and drives real-time business results. It assists businesses in aligning and managing frontline team member goals and communication to increase productivity. Team communication, shift scheduling, employee appreciation, document and task management, employee surveys and enterprise management are its main attributes.
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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honeybeeBase

by honeybeeBase
honeybeeBase
honeybeeBase is a cloud-hosted solution that helps businesses schedule employees, manage tasks, monitor employee attendance, track time, foster communication and more. Suitable for businesses of all sizes, it can be accessed from any internet-connected device. Businesses can monitor employee work hours and get notified when employees start or finish their shifts and take paid or unpaid breaks. Users can get reports of all notifications compiled in emails and access weekly time card reviews to approve logged hours. Its attendance module closely monitors all early departures, late arrivals, absences and generates customized reports of employee leaves. Employees can check available leaves, request time off and get approvals through the vacation module. An activity stream notifies team members automatically of all important activities that require attention.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Replicon

by Replicon, Inc.
Replicon
Replicon is a workforce management and time tracking software built for capturing employee work data across various applications and platforms. It automatically logs activity within specific tools like Slack, Jira, and Zoom, then compiles pre-filled timesheets for team members to review and submit. This automation reduces manual time entry, improving data accuracy and saving administrative time. Its features cater to businesses of all sizes, with functionalities like project budgeting, invoicing, and expense management. Team leaders can leverage insights gleaned from time data to optimize resource allocation, track project progress, and boost overall productivity. While user experiences vary, reviewers often praise Replicon's comprehensive approach to time tracking, its ability to adapt to diverse workflows, and its user-friendly interface. However, some mention a learning curve for advanced features and occasional technical hiccups. Pricing starts at a per-user monthly fee, but the exact cost depends on the chosen features and plan tier. Organizations with larger teams or complex needs might require higher-priced plans. Ultimately, Replicon shines for businesses seeking an automated, data-driven solution to time tracking and workforce management, especially those juggling multiple applications and projects. Pros Easy time entry Robust reporting Customizable features Mobile app access Integrations with other tools Cons Steeper learning curve Occasional glitches Limited customization options Can be expensive for large teams Customer support can be slow
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Cezanne HR

by Cezanne HR
Cezanne HR
Cezanne HR is a flexible and modern HR software which streamlines, automates and enhances every aspect of human resources. Included in its extensive configurable modules are core HR, onboarding and lifecycle management, absence management, performance management, time tracking, recruitment, career planning, global capabilities and UK payroll. It offers an API, third-party integration and single sign-on access that allows only one set of login credentials for a variety of applications. Customers have free mobile access to simplify holiday claim checks, time-off requests, log sickness absence, complete timesheets, check outstanding duties or contact colleagues anywhere. Managers can approve applications that make overall processes quick and easy.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$100 - $500
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Sling

by Sling
Sling
Sling is a cloud-native tool for streamlining employee scheduling for businesses of all sizes. It offers a user-friendly drag-and-drop interface, allowing managers to build and modify schedules with ease. Pre-built templates for recurring shifts further save time, eliminating the need for repetitive manual assignments.The platform offers employees self-service options to view schedules, request time off, and swap shifts with colleagues. This collaborative approach reduces management overhead and fosters a sense of autonomy among staff. Automated overtime tracking and labor cost analysis allow you to make data-driven decisions and identify areas for staffing optimization.Additionally, it integrates with time clock functionality, enabling employees to clock in and out via their mobile devices. It also connects with existing calendar apps, ensuring everyone maintains a synced view of upcoming work commitments.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Schedule360

by Schedule360
Schedule360
Schedule360 is a comprehensive software solution designed to streamline employee scheduling and task management. It is particularly well-suited for industries with complex staffing needs, such as healthcare, retail, and public safety, due to its ability to handle intricate scheduling requirements and ensure optimal shift coverage. The software offers significant benefits, including reduced administrative workload, improved shift coverage, and enhanced employee satisfaction through better schedule transparency and flexibility. Popular features of Schedule360 include automated shift assignments, real-time schedule updates, and robust reporting tools that provide insights into staffing patterns and labor costs. Users appreciate its intuitive interface and the ability to access schedules from any device, which enhances communication and coordination among team members. Compared to similar products, Schedule360 is often praised for its reliability and user-friendly design, making it a preferred choice for organizations seeking efficient scheduling solutions. Pricing for Schedule360 typically varies based on the number of users and specific features required, with options for monthly or annual payments. This flexible pricing structure allows organizations to scale the solution according to their needs and budget.
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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SubItUp

by SubItUp
SubItUp
SubItUp is an intelligent, customizable online staff scheduling solution for businesses that helps managers establish work plans based on employee availability. Employees can change their availability status, preventing double-booking across work orders. Teams can handle new hire onboarding, track working hours, measure employee performance and store employee’s personal details such as their contact information, qualifications, availability and remuneration.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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StaffReady

by Maplewood Software
StaffReady
StaffReady is a sophisticated software solution designed to streamline workforce management tasks, including scheduling, competency assessment, and document control. It is particularly well-suited for healthcare organizations due to its ability to handle complex staffing needs and regulatory compliance requirements. Users appreciate its intuitive interface and robust reporting capabilities, which enhance operational efficiency and ensure staff are appropriately credentialed and scheduled. One of the standout features of StaffReady is its automated scheduling, which reduces administrative burden and minimizes errors. Additionally, the competency assessment module ensures that staff maintain necessary certifications and skills, which is crucial in high-stakes environments like hospitals and laboratories. The document control feature further aids in maintaining compliance by organizing and tracking essential documents. Pricing for StaffReady typically varies based on the size of the organization and the specific modules required, with options for monthly or annual payments. Compared to similar products, users often highlight its ease of use and comprehensive support, making it a valuable tool for managing a dynamic workforce.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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TimeForge

by TimeForge
TimeForge
Timeforge is an all-in-one labor management solution that helps manage employee hiring, training, scheduling, communications and payroll. You can manage all aspects of your labor operations seamlessly from a centralized software without any data silos.Its employee scheduling module provides a visual calendar that allows you to easily drag and drop shifts, ensuring optimal staffing levels at all times. Additionally, the built-in time tracking feature enables employees to clock in and out of work, eliminating the need for manual timesheets and reducing the risk of errors.To help you run your team like clockwork, Timeforge also incorporates nifty HR and compliance management tools. You can manage employee records, track sick leave and vacation time, and ensure compliance with labor regulations. The software's built-in compliance alerts keep you informed about any changes in labor laws and avoid costly penalties.The built-in messaging feature lets you communicate with your team easily, so you won’t lose important conversations across different platforms, minimizing the risk of miscommunication. Moreover, a native payment processor ensures same-day pay, boosting employee satisfaction and reducing administrative overhead.Finally, Timeforge empowers you to make data-driven decisions with its labor analytics, reporting and sales forecasting capabilities. You can analyze employee performance, track labor costs and forecast future staffing needs based on historical data. This insight enables you to optimize your workforce, improve operational efficiency and drive business growth.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Harri

by Harri US
Harri
Harri’s cloud-based solution caters to the recruiting and workforce management needs of the service industry. Features include talent attraction, applicant tracking, onboarding, scheduling, time and attendance, insights and analytics, and more. The modules help create brand value, streamline candidate applications, speed up the recruitment process, cut down on administration work, and provide managers with actionable data insights that help make better decisions. It’s accessible on mobile devices, which facilitates operations and easy access to information, messages and notifications.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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PrismHR

by PrismHR
PrismHR
PrismHR offers flexible, customizable and efficient solutions to support the comprehensive payroll, benefits and HR management requirements of small businesses and HR service providers. It provides assistive capabilities through the six key modules: platform, payroll, talent, time, employee portal and benefits. Its marketplace offerings include tools for financial wellness, identity protection, time and attendance, voluntary insurance, compliance, consulting services, taxes and more. These add-on capabilities are pre-integrated and give HR providers validated connections.
User Sentiment User satisfaction level icon: great
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Fingercheck

by Fingercheck
Fingercheck
Fingercheck is a cloud-based human resources platform that streamlines hiring, time tracking and payroll tasks along with various other HR management tasks. Beneficial for users at all levels, it allows both employees and employers to streamline workflows. It helps automate payroll processes, connects time tracking, payroll and core HR functions, and automatically tracks and compiles relevant data.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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Resource Guru

by Resource Guru
Resource Guru
Resource Guru is a cloud-based scheduling software that helps manage resources online. It helps schedule staff, equipment and other crucial resources by drastically cutting down time spent on spreadsheets. It supports resource scheduling, resource management, leave management and clash management — it allows the users to handle constantly changing staff schedules efficiently.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 or less
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Sonido

by Hoggard Technology
Sonido
Sonido is a popular software tool that ranks 39 among all Employee Scheduling Software according to our research analysts. Starting from $49, Sonido is priced at a low cost and offers a free trial on occasion. Sonido can be deployed in the cloud. Similar alternatives to Sonido include SameSystem, Pronestor and Coastr.
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
Mac Windows Linux Chromebook Android
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eSchedule

by eSchedule
eSchedule
eSchedule is a cloud-based solution designed for emergency service providers to manage payroll, timesheets, certifications, training and vehicle maintenance. Organizations can use built-in templates to monitor hourly, daily, weekly and monthly schedules across stations and departments. It tracks employee work hours, vacation requests, meetings, PTO and overtime. Managers can track staff certificate expiration dates and record employee details in a centralized place. Businesses can set maintenance reminders for equipment and fleet while increasing process efficiency. Its shift guidance algorithm anticipates labor demand while optimizing schedules based on the historical ERP or POS data.
User Sentiment User satisfaction level icon: excellent
Cost Breakdown
$10 - $100
Company Size
Small Medium Large
Deployment
Cloud On-Premise
Platform
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Buyer's Guide

Employee Vacation Tracking Software Is All About Monitoring Attendance

By Ananya Avasthi, Technical Content Writer at SelectHub

Vacation PTO Tracking BG Intro

With businesses under increasing pressure to provide employees with a work-life balance, time off for your staff is arguably as important as their time on. If you're looking to efficiently manage your employees' vacation time, sick leave and personal days, then employee vacation tracking software is your answer.

This software allows employees to easily request time off and gives managers the ability to approve or deny those requests instantly, helping you create staffing plans and budget accordingly.

If you want to upgrade your employee scheduling software, you’ve come to the right place. In this buyer’s guide, we’ll review the benefits and features of employee vacation tracking software to help you pick an ideal solution.

Executive Summary

  • Employee vacation tracking software helps businesses efficiently manage and keep track of their employees' vacation time, sick leave and personal days.
  • Key features include PTO accrual, balance tracking and reporting.
  • Be sure to ask potential vendors any questions you might have before committing to a purchase.
What This Guide Covers:

What Is Employee Vacation Tracking Software?

Employee vacation tracking software, also called PTO tracking software, is a specialized tool that manages and tracks employee time off, including vacation time, sick leave, personal days and other forms of paid time off (PTO).

The software provides a centralized platform where employees can request time off and managers can approve or deny those requests. It also keeps track of how much vacation time each employee has used and how much they have left, allowing managers to make informed decisions about staffing and scheduling.

A recent Gartner study found that 82% of employees want their organizations to see them as a whole person, with accommodations like proactive rest and wellness time helping them feel cared for. Providing more transparency and flexibility in your PTO policies is one key way to answer that need.

Let’s go over some of the other potential benefits of employee vacation tracking software.

Primary Benefits

Related Categories

Vacation PTO Tracking Primary Benefits

Efficiency

The software tracks each employee's vacation time usage, sick leave, personal days and other forms of paid time off (PTO), allowing managers to make informed decisions about staffing and scheduling. In addition to eliminating the need for manual tracking, which can be time-consuming and error-prone, this makes scheduling much quicker and easier for managers.

Productivity

Improving how your staff is organized keeps your business functioning smoothly day to day. Employee vacation tracking software helps ensure that your business always has the staff you need on hand, even if some employees are away.

Real-time Visibility

Employee vacation tracking software shows you each employee's time off status, making it easier for managers to plan and schedule shifts accordingly. In addition to reducing the risk of understaffing or overstaffing, this also gives you insight into who in your staff might have an attendance problem.

Key Features & Functionality

Accrual and Balance Tracking

Personalize accrual rates for each employee, track current accruals and provide real-time status updates on each employee's PTO hours.
Monthly Summaries

Get an overview of when employees will be off from work in a given month, reducing the chances of scheduling conflicts.
Reporting

Generate reports about each employees’ PTO hours, including how much time off they’ve taken in a given time period and how much time off they have remaining.
Review Process

It's common for businesses to have a review process in place before granting time off. Employee requests made through the software are then sent to a manager or administrator for approval.
Configurable Leave Policies

Establish leave policies that are unique to your business, and track PTO hours accordingly.

Apart from regular PTO, employees may also request specific types of leave, like maternity, bereavement and so on. This feature not only tracks general PTO hours, but also employee time off across a variety of configurable categories.

Software Comparison Strategy

Choosing the right employee vacation tracking software can feel like navigating a maze of options. To help narrow your search, let’s explore some key factors that can guide you towards the best solution for your business.

First, think about what’s lacking in your current PTO process. Whether you have a software in place or don’t, what challenges are you currently facing? How would a new employee vacation tracker help you bridge those gaps? To get more insight into this, talk it over with key stakeholders, including those who would use the software directly, like managers and employees.

Also, don’t forget to do your homework on potential vendors. Check out online reviews, industry guides and ask for recommendations from colleagues. Some vendors even offer free trials so you can test out the software before committing to a purchase.

Cost & Pricing Considerations

The cost of employee vacation tracking software can depend on a variety of factors. The most significant factors are usually your business size and the number of users, because most solutions are priced per employee. With this in mind, make sure not only that the solution you choose fits your budget, but also that the cost of the software doesn’t outweigh the benefit.

Additional factors that might affect the cost include:

  • Subscription type (monthly or yearly fees)
  • Setup and maintenance
  • Add-on features
  • Upgrades

Best Employee Vacation Tracking Software

Our analysts have put together a list of some top employee vacation tracking software options on the market right now. Check out our picks below!

Vacation PTO Tracking Leaderboard

Shiftbase

Shiftbase is an online workforce management solution suitable for businesses of any size or industry. With the ability to create and manage employee schedules, register worked hours and handle HRM, this platform streamlines operations and saves time. Shiftbase is available in eight languages and supports all foreign currencies and time zones, making it a flexible option for businesses operating globally.

Shiftbase

Automate absence management with shiftbase. Source

Findmyshift

Findmyshift is a leave management solution that integrates with your schedule, displaying employee availability to managers as they work on staffing. You can move staff around to accommodate PTO requests, manage recurring PTO and customize your PTO policies to gain more insight into employee attendance.

Findmyshift

Automate keeping track of requests, communicating changes and tracking allowances. Source

Sling

Sling is a cloud-based solution that helps businesses manage employee leave with ease. It offers a centralized dashboard that displays employee availability, provides customizable shift templates and manages time-off requests efficiently. Employees can also submit leave requests through the app.

Sling

A guide for leave management. Source

 

 

Questions To Ask

To get a better sense of what your business needs, use these guiding questions in internal discussions:

  • What’s our budget ?
  • How many employees will use the software?
  • Will employees require training to use the software?
  • What are our key challenges? How will the software address them?
  • Do we have adequate technical support to implement the software?

Vacation PTO Tracking Key Questions

Here are some questions to use in conversations with the vendor, about the vendor and the software:

  • How does your employee vacation tracking software integrate with our current HR system?
  • What methods does your software use to track employee vacation time and accruals?
  • Can your software accommodate different vacation policies for different employee groups?
  • What kind of customer support is available if we encounter issues with the software?
  • Can your software handle time off requests and approvals for remote or mobile workers?

Next Steps

The ideal employee vacation tracking software can efficiently and accurately manage employee leave requests and time off schedules, while also providing insights to help employers make informed decisions about workforce management.

Ready for the next step? Check out our comparison report to simplify your product search and gain valuable insights on leading software providers.

Product Comparisons

Additional Resources

About The Contributors

The following expert team members are responsible for creating, reviewing, and fact checking the accuracy of this content.

Riddhiman
By Riddhiman Roy
Technical Content Writer
As a Senior Technical Content Writer at SelectHub, Riddhiman Roy delivers content about eCommerce, legal, employee scheduling, procurement, hotel management and property management software. He holds a Master's in multimedia journalism from the Indian Institute of Journalism and New Media. When he is not fighting huge-article-ogres and evil Grammarly suggestions, you can find him in his natural habitat grooving to music and banging his drumkit.
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Nithin
Technical Research By Nithin Shetty
Senior Analyst
With experience in research and consulting going back to 2015, Nithin Shetty is an asset to SelectHub's research team. In his Senior Research Analyst role, he works on projects in categories like HR, CRM, EHR and ERP. He's also a big movie buff and sports fan. When he isn't watching his favorite film or game, he's usually volunteering his free time to causes like blood drives and environmental cleanup.
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Jaisri
Technical Review By Jaisri Narasimman
Principal Analyst
A graduate of NTU Singapore, Jaisri Narasimman honed her data mining and curation skills during her post-graduate education, focusing on developing strategies to help businesses make the most of their data. In her role at SelectHub, her research spans categories like HR, CRM and EHR.
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Pooja
Edited By Pooja Verma
Content Editor
Pooja Verma is a Content Editor and Senior Market Analyst at SelectHub, who writes and edits content for endpoint security, legal, CRM, fundraising software, eCommerce, and mental health software. She earned a literature degree from Miranda House, DU and also holds Master’s in Journalism from Symbiosis Institute of Media and Communication in India. In her free time, you can spot her reading a book or binge-watching the latest web series and movies.
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