Time off tracking software
- What the unused PTO is worth
- $18,144
- PTO days the policy grants a year
- 270
- PTO hours the policy grants a year
- 2,160
Nothing in these worksheets is a figure we found somewhere. Every number comes from the inputs you enter and the accrual method stated on the page: hours granted divided by pay periods a year, applied to the periods completed, plus carry-in, less taken and less approved. The defaults are a worked example of a common US policy, not a recommendation and not a benchmark.
Time off tracking software is what a small employer starts shopping for at about the point the spreadsheet stops being funny: when two managers are editing it, when someone asks for their balance and the answer takes twenty minutes to produce, or when a person books a week off that they had already spent. What the category actually has to do is narrow. It has to hold each employee's accrual rate and carry-in, take requests and record who approved them, move the balance on its own as pay periods pass and time is taken, hold back time that is approved but not yet used, apply the carryover rule at the year boundary, and let you get all of it back out as a file. Everything else a vendor bundles is somebody else's product.
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Check what it accrues on
A tool that only grants a lump sum on an anniversary date cannot model a semimonthly or biweekly accrual, and most US policies accrue. Ask which pay period frequencies it supports before anything else, because retrofitting it later means re-entering everyone.
Check the approval trail
A balance without a history is an assertion. The record has to say who requested what, who approved it, and when, because the reason you are buying software is to end the disagreements a spreadsheet cannot settle six months after the fact.
Check what leaving costs
Ask how you export employees, requests and balances, on which plan, and what happens to the data after you cancel. If the export is a paid tier or a support ticket, the price on the pricing page is not the price of the product.
Time off tracking software: common questions
What does time off tracking software have to do at minimum?
Hold an accrual rate and carry-in per employee, take and approve requests with a named approver, move the balance as periods pass and time is taken, hold back approved but unused time, apply the carryover cap at year end, and export the lot.
Do we need it if we have payroll software?
Payroll pays people; it rarely holds a request and approval trail or a forward booked balance, and it is not where a manager wants to approve a Tuesday off. Some suites do both and if yours does, use it. Most small employers find the spreadsheet is still there.
How is this priced?
PTOroom Pro is $20 a month for the whole team, flat, however many people you put on it. The category usually prices per seat, so the comparison to run is your headcount times their seat price, not their headline number.
Will it do what you need for Time off tracking software?
Tell us what your PTO policy looks like and what you are trying to stop happening, and we will tell you plainly whether PTOroom does it.