Managing employee absences with spreadsheets or email threads often leads to errors and frustration. This MOR Software’s guide will explore the best time off tracking software in 2025, helping businesses choose reliable employee time off tracking software that keeps processes simple and compliant.
Time off tracking software gives organizations a clear and simple way to manage employee absences, including paid time off requests, vacations, sick days, and other leave types. It centralizes schedules and keeps everything accurate, making the process far easier for HR teams and managers.
In the U.S. alone, access to leave is widespread. BLS data show that in March 2024, 79% of private-industry workers had paid sick leave. Therefore centralizing these varied leave types in one system is important.
Think of these systems as smart digital tools that act like assistants for leave management software. With just a few clicks on a phone or computer, employees can request time away.
Managers, in turn, use the platform to review, approve, or decline requests while maintaining team schedules in one unified place. In this way, a modern pto tracking software solution removes the manual work and confusion that often comes with leave management.
These are some of the biggest advantages companies gain when adopting dedicated tools:
Time off tracking software creates one central space for employees to submit requests and managers to review or approve them. This removes the need for paper forms or long email chains, saving time for HR teams and staff while keeping everything organized.
Through using employee time off tracking software, businesses avoid mistakes that often happen with manual spreadsheets. PTO balances stay updated automatically, making sure vacation and leave records are always correct.
Industry benchmarks from the American Payroll Association put manual timecard/payroll error rates in the 1%–8% range, which adds up fast. Automating balances and accruals helps close that gap.
When employee availability is displayed clearly on employee onboarding software, managers can build work schedules with confidence. The system flags any conflicts if someone has time off booked, ensuring proper coverage and better planning for tasks and projects.
That visibility is important because productivity losses tied to absenteeism cost U.S. employers an estimated $225.8 billion annually, about $1,685 per employee.
Modern time off tracking software can be tailored to reflect both company rules and labor laws. This helps organizations stay compliant while lowering the risk of mistakes or policy violations.
The landscape keeps evolving. As of early mid 2025, 19 U.S. states plus Washington, D.C. require paid sick time, alongside numerous city and county mandates. So configurable policy engines reduce compliance headaches.
The system provides detailed reporting tools that highlight vacation use, trends, and peak leave periods. These analytics give managers valuable insights into tracking leave, which supports smarter workforce planning and keeps staffing levels balanced year-round.
An employee time off tracker software connects directly with payroll and HR analytics tools, keeping accruals accurate. Automated syncing reduces manual entry and ensures paychecks reflect approved leave without errors.
Through extensive testing and research, we’ve highlighted the 10 leading time off tracking software solutions for 2025. Each tool is reviewed with its standout features, pricing, and pros and cons to help you find the right fit.
Vacation Tracker is a leading vacation tracker software that streamlines leave management. It automates requests, balances, and approvals, giving teams clear visibility and preventing conflicts. The platform integrates with Slack, Microsoft Teams, and Google Workspace for quick submissions and approvals. With unlimited leave types, regional policies, and mobile access, this time off tracking software scales easily for both small teams and global enterprises.
Key Features
Pros
Vacation Tracker is highly rated for its ease of use and fast adoption. Businesses often note how quickly they moved from spreadsheets to a transparent, reliable system. Its tight integrations with daily tools make it feel natural in the workflow. Pricing is competitive, and the feature set rivals more complex HR system integration. Users consistently rate it 4.8/5 on Capterra.
Cons
The tool specializes only in PTO management. It doesn’t cover payroll or performance reviews, which might matter if you need a full HR suite. For teams focused only on paid time off tracking software free from extra complexity, this specialization is actually a strength.
Pricing
Vacation Tracker is cost-effective, with plans starting at $1 per user per month (minimum $25) for the Core plan. The Complete plan is $3 per user per month (minimum $75) and adds features like automated accruals, hourly leave tracking, and detailed reporting. Add-ons like probation rules or role-based entitlements cost $0.50 per user. Every plan comes with a 7-day free trial so teams can test it before committing.
Buddy Punch is more than just a time clock. It combines attendance management with time off tracking software, making it ideal for businesses that want both functions in one system. Employees can punch in and out, track overtime, manage enterprise schedule software, and submit leave requests without leaving the platform. For companies seeking an integrated employee time off tracking software with scheduling, this tool fits the bill.
Key Features
Pros
The main advantage is convenience. Buddy Punch provides time tracking and PTO management in one package, so businesses don’t need separate systems. It also doubles as a reliable time off planner that keeps schedules and leave aligned.
Cons
Because Buddy Punch focuses heavily on time tracking, its PTO reporting features are more basic than those in specialized leave tools. Analytics lean toward payroll and timesheets rather than advanced PTO insights. If time tracking isn’t a requirement, this may feel like extra functionality you don’t need.
Pricing
Buddy Punch keeps pricing straightforward, with plans beginning at $4.49 per user each month. For companies needing both attendance and time off tracking software, this makes it a cost-effective, all-in-one solution.
Rippling is a full HR platform that combines payroll, benefits, IT, and time off tracking software in one place. It’s designed for companies that need more than leave management alone. With Rippling, all employee data, policies, and payroll remain fully connected, reducing duplicate work.
Key Features
Pros
Cons
Pricing
Rippling does not publish standalone PTO pricing. Costs depend on company size and selected modules. Businesses need to request a demo and custom quote.
Factorial HR is a modern HR platform built for small to mid-sized companies and international teams. It covers a wide range of HR functions, but what sets it apart is the flexible, modular pricing. You only pay for what you need, whether that’s PTO management or additional HR tools, making it an appealing option for businesses seeking adaptable time off tracking software.
Key Features
Pros
Factorial can be cost-efficient since you only activate the modules you want. If you need more than PTO management, it consolidates multiple HR functions into one platform, reducing the need for separate tools.
Cons
Factorial is newer compared to established players, so integrations may be more limited. While modular pricing is flexible, adding several modules can increase overall costs. Also, if you just need a lightweight time off tracking software free of extra HR functions, a dedicated leave tool may be simpler.
Pricing
Factorial offers a free trial, with paid plans starting around $4.50 per user per month.
Calamari is designed for businesses that operate across multiple countries or plan to expand. It combines attendance management with time off tracking software, making it suitable for both regional offices and remote teams worldwide. The platform’s strength lies in adapting to different labor rules, holidays, and leave policies, helping companies stay consistent and fair no matter where employees work.
Key Features
Pros
Users value its simple interface and ease of use. Handling different countries’ PTO rules is a standout benefit, and its scalability makes it a good fit for growing teams. For those who just need leave management, it’s lightweight and doesn’t overwhelm with extra features.
Cons
Calamari focuses only on leave and attendance. You’ll need other platforms for payroll or performance management. Costs increase if both modules are used, and while integrations cover essentials, they are fewer compared to large human resource development suites.
Pricing
Calamari comes with a 14-day trial for teams to test. The Leave Management module starts at $2 per employee monthly, with a $20 minimum. For small teams searching for free time off tracking software alternatives to test before committing, the trial provides an easy entry point.
Timetastic is a lightweight time off tracking software built for small businesses that want something simple and affordable. It’s an ideal step up from spreadsheets or email-based leave management. Instead of juggling wall charts or Excel files, Timetastic gives teams a clean online calendar for booking time away, making it one of the easiest pto tracking software options to adopt.
Key Features
Pros
Timetastic is loved for its simplicity and low cost. Teams appreciate how intuitive it is, with no training required. For small companies, it delivers exactly what’s needed without the distractions of larger platforms.
Cons
Since it’s designed to be simple, Timetastic lacks advanced PTO functionality. It doesn’t support complex accruals, automated carry-overs, or detailed policy variations. Leave types are limited, making it less suitable for companies with diverse or complex requirements.
Pricing
The Basic plan starts at $1.50 per user monthly, and new users can test it with a 30-day free trial. For those looking for paid time off tracking software free from upfront commitments, the trial is a convenient way to evaluate if it fits your team.
Replicon is a full-scale time management platform with advanced time off tracking software built for mid-to-large enterprises. Beyond PTO, it offers project time tracking, billing, and even AI automation productivity insights. Replicon is best for companies that require detailed customization, strong compliance tools, and enterprise-level integrations, and are prepared to invest in a premium solution.
Key Features
Pros
Replicon delivers unmatched flexibility for complex, global operations. It’s ideal for enterprises managing multiple policies across different jurisdictions. Having both productivity and tracking leave tools in the same ecosystem is a major advantage for companies seeking one unified platform.
Cons
Replicon is a premium solution with higher costs and longer setup times. Its modular pricing can be difficult to navigate, often requiring custom quotes. Smaller companies with simple PTO needs may find it overwhelming and unnecessary.
Pricing
Replicon’s pricing is not openly listed and varies by modules selected. While no public free trial is typically available, the company does provide product demos for interested enterprises.
Clockify is best known as a time tracking tool, but it also works as time off tracking software with built-in leave balance management. It’s a strong option for teams that need project time logging and vacation management in the same platform. With its clean interface and multi-device access, Clockify helps teams log hours, organize tasks by client or project, and handle leave requests all in one place.
Key Features
Pros
Cons
Pricing
Clockify is budget-friendly with monthly or annual billing. Annual rates start at $3.99 per user/month (Basic) and go up to $11.99 (Enterprise). Monthly rates range from $4.99 to $14.99 per user/month. For teams seeking a lightweight vacation tracker software, it balances cost and functionality well.
GoCo is an all-in-one HR system that brings PTO, payroll, benefits, and employee management into one platform. As time off tracking software, it connects leave requests directly with timesheets and payroll, reducing the need for manual updates. Companies can set custom rules, automate accruals, and keep policies compliant, while also benefiting from features that streamline HR operations more broadly.
Key Features
Pros
Cons
Pricing
GoCo pricing begins at $5 per employee monthly, with advanced features available at additional cost. For organizations seeking paid time off tracking software that doubles as a time off planner, GoCo delivers a comprehensive solution.
Zoho People is an affordable HRMS that combines PTO tracking with a broad range of HR features. It’s well-suited for small and mid-sized organizations that want functionality without high costs. As time off tracking software, it lets managers create tailored leave workflows while integrating smoothly with other Zoho apps. This makes it easier to manage absences and centralize HR operations in one platform.
Key Features
Pros
Cons
Pricing
Zoho People’s annual plans start as low as $0.83 per user/month with the Essential HR package. Advanced tiers include Enterprise at $4.16 per user/month and People Plus at $8 per user/month. For businesses exploring time off tracking software free trials or low-cost entry points, Zoho People offers one of the most budget-friendly options. Its flexibility makes it a practical tool for HR teams that also need tracking leave features.
Managing leave requests and approvals is essential to keeping operations organized. Time off tracking software simplifies this process, reducing mistakes and keeping policies consistent across the organization.
These are the features that matter most when selecting a solution to handle requests effectively:
Choosing an employee time off tracker software with these features ensures a smoother experience for everyone. It helps employees plan better with a reliable time off planner, while managers and HR maintain clarity and compliance.
Time off tracking software comes in a variety of pricing tiers designed to meet different budgets and organizational needs. Options range from free time off tracking software with basic features to premium solutions for larger or global teams. Knowing what each plan includes helps you choose the right fit for your company’s size and policies.
Plan Comparison Table For Time Off Tracking Software
Plan | Average Price | Best For | Features |
Free | $0 per user/month | Small teams or startups | Simple request/approval workflows, basic balances, limited reporting, single admin. |
Basic | $2–5 per user/month | Small to medium companies | Leave customization, mobile access, calendar sync, automated accruals. |
Standard | $6–10 per user/month | Growing teams with more complex needs | Detailed reporting, compliance checks, multi-location policies, payroll/HR integrations. |
Premium | $11–20 per user/month | Larger or international organizations | Advanced analytics, compliance alerts, API access, custom workflows, role permissions. |
Enterprise | Custom pricing | Large-scale enterprises | Dedicated support, unlimited integrations, SLA guarantees, tailored onboarding. |
A side-by-side look at pricing tiers and what each level of pto tracking software provides.
When comparing plans, think about your team size, leave policy complexity, and compliance needs. The right choice balances cost with the tools required to keep processes clear and compliant.
Bringing in new time off tracking software means more than flipping a switch. It requires clear communication and change management so employees know why the shift is happening, how to use the tool, and where to find help. Done right, it ensures smooth adoption and long-term success.
Kick things off with a company-wide message introducing the new system. Focus on benefits rather than just features. Highlight how time off tracking will give staff faster approvals, better visibility into balances, and more transparent scheduling.
For example, you might say: “We’re excited to launch our new platform for PTO requests. No more guessing how many days remain or waiting for email confirmations. You’ll be able to view balances instantly and get approvals faster.”
Frame the change as an improvement for them, not just HR. Share when the rollout begins, what employees should expect (such as receiving an activation email), and next steps. If your team is testing paid time off tracking software free trials first, make that clear so employees understand the process.
Even if your time off tracking software is intuitive, employees still need guidance to feel confident using it. Host a short demo session, live or recorded, that walks them through logging in, submitting requests, checking balances, and seeing how approvals work. Screenshots or live demos make the learning process easier.
Complement training with simple written resources. A how-to guide or FAQ stored in your internal wiki or shared as a PDF ensures employees have quick reference material later. This matters because many won’t use the system until months after launch. Cover common actions like requesting single or multiple days, cancelling requests, or editing submissions.
For managers, provide a tailored guide that explains how to approve or deny leave and use admin-specific features. With this support in place, your employee time off tracker software becomes far easier to adopt, and your pto tracking software rollout feels smooth for everyone.
>>> Dive in the benefits of outsourcing mobile app testing, best practices, and key factors to consider when selecting app testing service providers!
Create an environment where employees feel comfortable asking about the new time off tracking software. In every communication, invite questions clearly, such as, “If you have any concerns or run into problems, please reach out to HR.” Hosting a short Q&A session after rollout or a week into use can also ease uncertainties.
Be transparent about policy changes. If the new tool enforces submission deadlines or changes approval rules, make that clear upfront. If nothing is changing except the platform, reassure staff of that too. Transparency about data use is equally important.
Employees may wonder if managers see more than before, so explain that their PTO history or balances are visible in the same way, just through employee time off tracking software instead of manual logs. Addressing these concerns builds trust and helps everyone embrace the system for smoother tracking leave.
An internal FAQ helps employees understand both policy and tool-related details of your time off tracking software. Cover common questions like “How do I request a half-day?” or “What happens if unused PTO rolls over?” or “Who approves my request if my manager is out?” Having this resource available ensures staff know exactly how to use the system.
It’s especially helpful for new hires who may be unfamiliar with leave processes. You can also link to your vendor’s help center, highlighting articles for tasks such as submitting requests or checking balances. Treat the FAQ as a time off planner reference guide that grows over time. For teams testing paid time off tracking software free trials, this kind of resource makes adoption even smoother.
Let employees know that support is available throughout the rollout of the new time off tracking software. Small issues such as login errors or confusion with requests can come up, but quick help from HR or an assigned contact keeps frustration to a minimum.
Encourage ongoing feedback as employees get used to the system. For example, after the first month, ask questions like, “How is the new process working for you? Any suggestions for improvement?” This not only makes staff feel heard but can reveal simple adjustments, such as clearer approval notifications.
When possible, act on the feedback to refine how the employee time off tracking software is used. By showing that suggestions matter, you build stronger engagement and increase acceptance of the new pto tracking software.
After rollout, keep communication ongoing so employees stay engaged with the time off tracking software. When the system introduces new features, let the team know and explain how to use them. Regular reminders are also valuable, whether yearly or when policies change, prompting employees to review their balances, schedule vacations, and log requests correctly.
These updates reinforce healthy habits, encourage staff to take their earned breaks, and remind everyone that the system is the single source for tracking leave. Even if your company once tested free time off tracking software, consistent communication ensures the chosen platform remains part of the daily routine.
>>> MOR Software is one of payroll outsourcing companies specialize in building custom HRM management softwares from the ground up or extending what you already have. Whether you're looking to automate onboarding, connect payroll to your ERP, or develop a full HR suite with time tracking, leave management, and performance reviews, we’ve got the team for it.
Not every company can rely on an out-of-the-box tool. Some businesses need a time off tracking system that integrates seamlessly with HRIS, Payroll, CRM, or internal applications. That’s where a custom-built solution makes sense.
MOR Software is one of software outsourcing companies in Vietnam, Japan, Korea, and Singapore. We partner with enterprises worldwide to design and implement HR applications, ranging from time off tracking software to more complex workforce management systems.
Why work with MOR Software
If your organization needs a tailored leave management solution, we can build it to fit your exact requirements. Contact MOR Software to discuss your project.
Choosing the right time off tracking software helps businesses simplify leave management, reduce errors, and improve compliance. From startups to global enterprises, the right system ensures clarity for both employees and managers. If your organization needs a standard tool or custom-built employee time off tracking software, MOR Software can help. With our global expertise and flexible solutions, we deliver systems tailored to your needs. Contact us today to discuss your project.
What is the main drawback of implementing a CRM system?
The biggest drawback is often internal resistance. If teams don’t commit to using the CRM, data becomes inconsistent, and customer relationships suffer. Successful CRM adoption requires company-wide support and a customer-first mindset.
How do I choose the right time off tracking software for my team?
Start by defining your must-have features, such as automated approvals, mobile access, or policy customization. Read reviews, request demos, and check how well each tool fits your workflows. Prioritize platforms with easy onboarding, responsive support, and strong reporting.
Can time off tracking software integrate with payroll and HR systems?
Yes. Most solutions connect with popular payroll and HRIS platforms like ADP, Rippling, Gusto, or QuickBooks. Integrations ensure PTO data flows directly into payroll, eliminating manual updates and reducing errors.
How does time off tracking software help with compliance?
These systems include built-in compliance features aligned with labor laws and company policies. They automate accruals, calculate balances, and flag potential violations, making sure employees receive the correct entitlements while reducing legal risk.
What kind of reporting and analytics do these tools provide?
Time off tracking software usually includes dashboards and downloadable reports. You can track balances, spot absence trends, and identify peak vacation periods. This data helps managers plan staffing and reduce disruptions.
Can employees track their PTO balances themselves?
Yes. Most tools provide self-service dashboards or mobile apps where employees can see balances, history, and upcoming time off. Without software, teams often rely on spreadsheets, which are harder to maintain and prone to mistakes.
What’s the difference between PTO software and a basic time off request system?
PTO software manages the entire leave lifecycle: requests, approvals, accruals, compliance, and reporting. A request system typically focuses only on submitting and approving leave. For example, some tools let employees text an absence notice, but lack policy automation or payroll sync.
Which time off tracking software works best for small businesses?
Connecteam is a popular option. It offers a free plan for up to 10 users, customizable PTO policies, mobile access, and integrations with payroll platforms.
Can these tools handle different leave policies?
Yes. Most modern solutions allow you to create multiple leave types, set accrual methods, apply carry-over rules, and adapt policies for regional or company-specific requirements.
Do these tools allow blackout dates or enforce notice periods?
Some platforms include advanced policy settings, like restricting leave during peak business times or requiring minimum notice before a request is submitted. These features help managers maintain coverage during critical periods.
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